4205 
A7 


M^2STTJA.L 


FOB. 


FIELD    FORCE 


OFFICE 


TREASURY  DEPARTMENT 


GIFT  OF 


REGULATIONS  GOVERNING 


THE 


FIELD  FORGE 

OFFICE 
SUPERVISING  ARCHITECT 

TREASURY  DEPARTMENT 


WASHINGTON 

GOVERNMENT  PRINTING  OFFICE 

1916 


REGULATIONS  GOVERNING  THE  FIELD  FORCE  OF  THE 
OFFICE  OF  THE  SUPERVISING  ARCHITECT. 


Tbeasury  Department, 
Office  of  the  Supervising  Architect, 

August  22,  1916. 
The  instructions  contained  herein  supersede  pre- 
vious instructions  conflicting  therewith. 

Jas.  A.  Wetmore, 
Acting  Supervising  Architect. 
Approved  Augusr22,*1916. 

Byron  R.  Newton, 
Acting  Secretary  of  the  Treasury. 
(3) 


348640 


This  book  of  instructions  is  for  the  information  and  guidance  of 
field  officers  under  the  direction  of  the  Supervising  Architect  of  the 
Treasury  Department,  and  until  thoroughly  familiar  with  its  re- 
quirements such  officers  must  refer  to  the  book  in  every  case  when 
applicable  and  be  governed  accordingly,  thus  avoiding  unneces- 
sary correspondence  and  delay.  On  application  to  the  Supervising 
Architect  supplementary  information  on  any  official  matter  not 
fully  covered  hereby  will  be  furnished. 

It  should  be  borne  in  mind  that  in  many  matters  pertaining  to  the 
construction  and  equipment  of  Federal  buildings  the  action  of  the 
office  must  necessarily  be  based  alone  upon  the  reports  and  recom- 
mendations of  the  field  officer,  who  should  therefore  exercise  the 
greatest  care  in  making  same. 

(5) 


CONTENTS. 


Page. 

Section  I. — General  instructions 9 

Section  II. — Correspondence 27 

Section  III. — Preparation  of  vouchers 33 

Section  IV. — Reports 39 

Section  V. — Contracts,   proposals,   payments,   and  appro- 
priations   47 

Section  VI. — Construction  practice 61 

Section  VII. — Instructions  to  inspectors 85 

Section  VIII. — Instructions  to  inspectors  of  mechanical 

equipment 99 

Section  IX. — Circulars 121 

(7) 


SECTION  I. 
GENERAL  INSTRUCTIONS. 


101.  BOND. 


Upon  receipt  of  letter  of  appointment  as  a  superintendent  of  con- 
struction of  public  buildings,  the  appointee  must  execute  an  official 
bond,  with  a  corporate  surety,  or  two  or  more  individual  sureties, 
in  such  sum  as  may  be  specified  upon  the  form  provided,  for  the 
faithful  and  proper  discharge  of  his  duties,  and  forward  it  to  the 
department  for  examination,  approval,  and  file.  Officers  furnish- 
ing a  corporate  surety  must  forward  to  the  department  the  com- 
pany's receipts  for  annual  premiums. 

The  above  requirements  relative  to  bonds  may  be  extended  to 
field  officers  other  than  superintendents  of  construction,  in  the 
discretion  of  the  Supervising  Architect. 

102.  ASSIGNMENT. 

At  the  proper  time  the  superintendent  will  be  assigned  to  duty 
and,  as  directed  in  the  letter  of  assignment,  he  must  subscribe  to 
the  oath  of  office  and  forward  it  to  the  Supervising  Architect. 
Compensation  will  commence  from  date  of  oath,  at  a  per  annum 
rate,  and  continue  (including  Sundays  and  holidays)  so  long  as 
his  services  are  retained.     (See  Reassignment,  111. 

103.  QUALIFICATIONS,  ETC. 

Superintendents  of  construction  are  the  local  representatives  of 
the  Supervising  Architect.  They  are  expected  to  obtain,  through 
their  own  initiative  and  without  unnecessary  correspondence  with 
the  office,  the  completion  of  the  works  under  their  charge  in  ac- 
cordance with  the  contract  requirements  and  on  contract  time. 

104.  INEFFICIENCY. 

Derelictions  of  duty,  or  evidence  of  lack  of  experience,  or  of 
intelligence,  judgment,  or  tact,  will  be  considered  sufficient  cause 
for  change  to  a  less  important  assignment,  reduction  in  salary,  or 
separation  from  the  service. 

(9) 


10 

105.  COOPERATION  WITH  CONTRACTOR. 

The  best  results  and  the  prompt  completion  of  the  work  accord- 
ing to  the  contract  requirements  can  be  obtained  only  through 
intelligent  cooperation  between  the  superintendent  and  the  con- 
tractor. Superintendents  must  initiate  such  correspondence  and 
conferences  with  the  contractors  as  are  found  to  be  necessary  to 
obtain  satisfactory  results.  This  includes  reminders  regarding 
submission  of  samples  on  dates  specified,  submission  of  shop  draw- 
ings, the  ordering  and  delivery  of  materials  in  due  time  and  proper 
sequence,  the  employment  of  an  adequate  force,  methods  of  laying 
out  work,  etc. 

106.  PROHIBITED  ACTIVITIES. 

The  regulations  of  the  department  prohibit  field  officers  from 
engaging  in  the  private  practice  of  architecture  in  any  capacity, 
supervising  the  construction  of  private  buildings  or  other  enter- 
prises, representing  dealers  in  building  materials,  etc.,  or  any 
similar  activities. 

107.  OFFICE  QUARTERS. 

When  the  superintendent  assumes  his  duties  at  a  building  and 
there  is  no  local  Federal  building  in  which  quarters  can  be  obtained, 
bids  for  the  rental  of  suitable  office  quarters  are  to  be  taken  and 
forwarded  to  the  Supervising  Architect,  with  adequate  explana- 
tions and  specific  recommendation,  for  consideration.  If  possible, 
the  proposals  should  include  heat,  light,  and  janitor  service; 
otherwise  they  should  be  accompanied  by  the  superintendent's 
estimate  of  the  monthly  cost  of  such  services.  An  office  in  the  resi- 
dence of  the  superintendent  is  not  permissible,  and  in  submitting 
proposals  for  office  quarters  the  superintendent  should  state  that 
the  office  is  not  a  part  of  his  residence,  and  state  its  distance  from  the 
Government  building  at  which  he  is  employed.  Close  proximity 
to  the  building  is  desirable. 

If  it  is  found  impracticable  or  undesirable  to  rent  an  office,  the 
superintendent  should  submit  his  recommendation  to  the  Super- 
vising Architect  regarding  the  erection  of  a  temporary  office  struc- 
ture on  the  site,  with  detailed  information  relating  thereto,  includ- 
ing drawing,  specifications,  and  estimate  of  cost. 

If  the  contract  provides  for  the  erection  of  a  temporary  office 
structure,  the  superintendent  should  confer  with  the  contractor 
and  have  such  building  constructed  as  soon  as  practicable.  Mean- 
while, the  superintendent  may  submit  a  recommendation  for  the 
rental  of  temporary  quarters. 


11 

108.  OFFICE  FURNITURE. 

The  superintendent  should  forward  to  the  Supervising  Archi- 
tect bids,  or,  if  this  is  impracticable,  estimates  of  cost  of  such  in- 
expensive articles  of  furniture  as  may  be  required  for  his  official 
use,  with  a  specific  recommendation  as  to  acceptance.  Typewrit- 
ing machines  will  be  furnished  by  the  office. 

109.  OFFICE  SUPPLIES. 

The  superintendent  will  be  furnished  with  all  books,  blanks, 
and  other  stationery  required  for  his  official  use.  Requisitions  are 
to  be  forwarded  to  the  Supervising  Architect  on  the  official  forms 
(supplied  on  request)  and  in  accordance  with  the  regulations 
printed  thereon. 

110.  CARE  OF  PUBLIC  PROPERTY. 

The  superintendent  will  be  held  responsible  for  all  furniture, 
supplies,  etc.,  in  his  possession,  and  if  anything  is  injured  or  de- 
stroyed through  his  carelessness  he  will  be  charged  with  the  cost 
of  repair  or  replacement. 

111.  SALE  OF  PUBLIC  PROPERTY. 

If  it  becomes  desirable  to  dispose  of  any  public  property  in 
his  care,  such  as  office  equipment  no  longer  required,  the  superin- 
tendent must  first  obtain  authority  from  the  department,  submit- 
ting a  detailed  list  showing  the  original  cost,  if  possible,  present 
condition,  and  approximate  present  value  of  each  article. 

If  a  sale  is  authorized,  the  articles  must  be  appraised  by  a  com- 
mittee to  be  designated  by  the  superintendent,  consisting  of  three 
G  overnment  officials,  who  are  to  serve  without  compensation.  Com- 
petitive bids,  to  be  opened  at  a  stated  hour,  are  then  to  be  invited 
by  notice  posted  publicly  and  by  circular  letter,  but  not  by  news- 
paper advertisement.  Bidders  should  be  advised  that  no  pro- 
posals received  after  the  hour  fixed  for  opening  the  bids  will  be 
considered,  and  that  payments  in  the  gross  amount  of  the  accepted 
bid  will  be  required  by  money  order  on  Washington,  D.  C,  or 
draft  on  New  York  City,  to  the  order  of  the  disbursing  clerk, 
Treasury  Department. 

Unless  otherwise  directed,  the  superintendent  will  transmit  the 
bids  to  the  department  with  his  recommendation,  and  if  one  of 
them  is  accepted  the  superintendent  will  forward  the  proceeds  of 
the  sale  to  the  disbursing  clerk  of  the  department  (on  the  triplicate 
form  provided  with  the  letters  of  authority),  and  describe  the 


12 

property  sold  and  give  name  of  purchaser,  amount  received, 
amount  forwarded,  and  date  of  department  letter  authorizing  the 
sale. 

Should  the  committee  of  appraisal  determine  that  any  articles 
or  materials  are  absolutely  without  value,  a  list  of  the  same  must 
be  forwarded  to  the  department  with  a  copy  of  the  committee's 
report  for  appropriate  action. 

112.  UNAUTHORIZED  EXPENDITURES. 

Except  for  traveling  expenses,  duly  authorized,  field  officers 
must  not  make  any  expenditure  with  a  view  to  reimbursement, 
nor  involve  the  Government  in  any  obligation,  without  first  ob- 
taining specific  authority  from  the  department,  unless  in  case  of 
actual  emergency,  and  then  the  facts  must  be  fully  set  forth  in 
the  voucher  containing  the  item.  The  expense  is  subject  to  dis- 
approval and  disallowance  when  not  fully  warranted  by  the  cir- 
cumstances.    (512.) 

113.  EXPENSES  IN  CHANGING  HEADQUARTERS. 

When  superintendents  are  transferred  to  new  headquarters  (this 
does  not  apply  to  temporary  details)  they  will  be  permitted  to 
incur  reasonable  charges  for  excess  baggage,  including  books, 
papers,  and  official  supplies,  not  exceeding  200  pounds  beyond 
the  railroad  limitation;  but  no  subsistence  expenses  will  be  al- 
lowed at  the  headquarters,  a  comptroller's  ruling  having  cut  of! 
the  time  "  not  in  excess  of  two  days  "  previously  allowed. 

114.  OTHER  DUTIES  AT  TIME  OF  REASSIGNMENT. 

If  a  superintendent,  when  transferred,  is  not  at  the  same  time 
relieved  of  all  previous  inspection  assignments  or  details  which 
would  be  inconsistent  with  his  new  assignment,  he  should  report 
the  fact  immediately  for  appropriate  action. 

115.  INTEREST  IN  CONTRACTS  FORBIDDEN. 

The  superintendent,  or  any  person  employed  under  his  direction, 
is  forbidden  by  law  to  have  any  interest,  direct  or  indirect,  in  any 
contract  for  the  supply  of  material  or  labor,  or  in  the  hire  of  any 
vessel,  vehicle,  or  team,  or  in  any  moneyed  account  whatsoever, 
in  connection  with  work  under  the  control  of  this  department, 
nor  is  he  allowed  to  make  advances  from  his  personal  funds  to  con- 
tractors, their  employees,  or  other  public  creditors,  on  account  of 
material  supplied,  services  rendered,  or  labor  performed  in  con- 
nection with  the  work  in  his  charge. 


13 

116.  PERSONAL  OBLIGATIONS  TO  CONTRACTORS, 

ETC. 

The  superintendent  is  forbidden  to  accept  gratuities,  borrow 
money,  or  place  himself  in  any  way  under  obligations  to  contrac- 
tors, material  men,  or  others  interested  in  the  contract.  Failure 
to  observe  this  regulation  will  be  sufficient  ground  for  separation 
from  the  service.  The  superintendent  is  also  warned  against 
placing  himself  under  obligations  to  other  persons  in  any  way  that 
may  be  justly  a  cause  of  public  criticism,  or  of  complaint  to  the 
department. 

117.  COOPERATION   BETWEEN   FIELD   OFFICERS. 

Supervising  superintendents  and  inspectors  are  detailed  to 
buildings  in  course  of  erection  to  examine  the  workmanship  and 
materials  supplied.  It  is  their  duty  to  confer  with  the  superin- 
tendent in  charge  on  all  matters  pertaining  to  the  contract;  to 
assist  him  in  interpreting  drawings  and  specifications;  and  to  ex- 
amine all  records  and  data  in  the  superintendent's  files.  It  de- 
volves upon  the  superintendent  to  furnish  to  these  traveling  rep- 
resentatives all  information  and  assistance  necessary  to  aid  them 
in  making  a  complete  and  rapid  inspection  of  the  work. 

118.  FILES  ACCESSIBLE  AT  ALL  TIMES. 

The  superintendent's  files  must  be  kept  up  to  date,  and,  in 
order  that  traveling  representatives  of  the  department  may  have 
access  to  them  at  all  times,  the  superintendent,  when  he  is  obliged 
to  be  absent  from  the  building,  should  leave  his  files  accessible  to 
the  local  custodian,  or  to  the  postmaster  if  there  is  no  custodian. 
(154.) 

119.  TRANSPORTATION  REQUESTS. 

Whenever  practicable,  "transportation  requests"  should  be 
used  when  traveling  and  the  printed  instructions  furnished  there- 
with must  be  strictly  adhered  to.  Fares  under  $1  should  be  paid 
in  cash  and  accounted  for  in  the  traveling  expense  voucher. 

Field  officers  should  endeavor  to  anticipate  their  needs  in  the 
matter  of  transportation  requests,  so  as  to  avoid  the  necessity  of 
telegraphing  the  department  for  them. 

If  directed  to  perform  service  for  another  department,  the  trans- 
portation requests  provided  by  this  department  should  not  be  used. 


14 

120.  MILEAGE  AND  TRIP  TICKETS. 

Mileage  tickets  or  books,  and  the  various  kinds  of  multiple-trip 
tickets,  should  be  used  if  the  character  and  frequency  of  travel  is 
such  that  a  saving  to  the  Government  may  be  effected  thereby. 
Such  tickets  or  books  should  be  obtained  on  a  transportation 
request,  describing  the  ticket  or  book  on  the  face  of  the  request 
by  name,  serial  number,  and  ticket  letter  and  number,  and  by 
number  of  miles  or  trips  it  contains.  (This  does  not  apply  to 
inspectors.) 

121.  MONTHLY  REPORT  OF  MILEAGE. 

On  the  last  day  of  the  month  a  report  must  be  prepared  and  for- 
warded to  the  Supervising  Architect  on  forms  provided  for  this  pur- 
pose showing  for  the  month  the  travel  on  mileage  or  trip  tickets, 
the  date  of  purchase  of  the  same,  and  the  number  of  miles  or  trips 
remaining  unused.  When  all  mileage  has  been  used,  the  empty 
book  must  be  promptly  mailed  to  the  office. 

122.  TRAVELING  EXPENSES. 

Traveling  expenses  are  to  be  incurred  only  when  specifically 
authorized  by  this  office,  and  vouchers  for  same  must  be  prepared 
on  the  forms  provided  for  the  purpose  and  forwarded  to  the  Super- 
vising Architect.     (309,  311,  and  907.) 

123.  TRAVEL  REGULATIONS. 

Department  instructions  relative  to  travel  expenses  are  issued 
from  time  to  time,  and  all  employees  traveling  under  official 
orders  should  have  for  their  guidance  a  copy  of  the  latest  circular 
on  the  subject,  which  may  be  obtained  on  application  to  the 

office.     (905.) 

124.  FORM  OF  TELEGRAMS. 

Telegrams  from  field  officers  to  the  office  should  be  signed  with 
the  surname  only,  and  addressed  as  shown  by  the  following 
example: 

Brown, 

Treasury y  Washington,  D.  C. 
****** 

Adam  8. 

Telegrams  on  official  business  when  addressed  to  officers  or 
employees  of  the  public  service,  whether  connected  with  the 
Treasury  Department  or  not,  should  be  sent  at  Government  ex- 
pense whenever  practicable. 


15 

125.  BATES  OF  GOVERNMENT  TELEGRAMS. 

All  telegrams  at  Government  expense  must  be  sent  at  Govern- 
ment rates,  and  should  be  indorsed  "  Official  business.  Govern- 
ment rates.     Charge  U.  S.  Treasury  Department." 

126.  TWENTY  WORDS  THE  MINIMUM  PAID  FOR. 

The  minimum  number  of  words  paid  for  in  any  case  is  20,  includ- 
ing address  and  signature  (but  not  place  from  which  sent  and  date 
of  sending),  and,  therefore,  trie  complete  message  may  contain  20 
words  without  causing  the  department  any  additional  expense. 
Keeping  this  in  view,  telegrams  should  be  as  brief  as  is  consistent 
with  clear  expression.  The  use  of  prepositions  and  of  the  articles 
"the"  and  "a"  is  generally  unnecessary. 

127.  NIGHT  TELEGRAMS. 

Night  telegrams  must  be  used  whenever  they  will  as  well  serve 
the  Government's  interests. 

128.  "  COLLECT  »  TELEGRAMS. 

Telegrams  to  contractors  and  others  not  in  the  public  service 
should  be  sent  at  Government  expense  only  when  the  use  of  this 
means  of  communication  is  required  in  the  public  interest.  All 
other  telegrams  must  be  sent  collect. 

129.  TELEGRAMS  NOT  PREPAID. 

If  payment  for  telegrams  sent  or  received  is  demanded,  or  if 
" charged"  telegrams  are  addressed  to  or  received  from  a  source 
other  than  the  department,  the  field  officer  must  forward  to  the 
office  a  copy  of  the  telegram  and  if  payment  was  made  by  him  a 
copy  should  accompany  the  voucher.  Payment  or  reimbursement 
for  such  telegrams  can  be  made  only  at  Government  rates. 

130.  CONFIRMATION  OF  TELEGRAMS. 

Telegrams  of  importance  must  be  confirmed  by  mail.  A  carbon 
or  other  copy  of  the  original  with  the  signed  indorsement  "Con- 
firmation of  telegram"  and  mailed  without  letter  of  advice  will 
ordinarily  suffice. 


16 

131.  LEAVE  OF  ABSENCE. 

The  following  regulations  relative  to  leave  of  absence  were 
issued  by  the  Secretary  of  the  Treasury  on  November  22,  1913: 

132.  ANNUAL  LEAVE. 

The  Supervising  Architect  is  authorized,  in  his  discretion,  to 
grant  leave  of  absence,  with  pay,  for  30  days,  Sundays  and  legal 
holidays  excepted,  in  any  calendar  year. 

Inasmuch  as  there  is  more  activity  in  building  operations  during 
the  summer  than  the  winter  months,  leaves  of  absence  may  be 
granted  to  superintendents  at  any  time  during  the  calendar  year 
at  which  their  services  can  best  be  spared.  Leave  may  be  granted 
even  at  the  commencement  of  the  calendar  year  for  the  whole 
30  days,  if  this  can  be  done  without  detriment  to  the  public  service. 
The  Supervising  Architect  will  exercise  due  discretion  in  determin- 
ing whether  the  entire  30  days'  leave  shall  be  granted  at  the  com- 
mencement of  a  calendar  year  to  members  of  the  field  force  who 
have  been  in  the  employ  of  the  department  for  more  than  one  but 
less  than  five  years. 

A  superintendent  of  construction  who  has  been  in  the  service 
less  than  one  year  will  be  granted  leave  only  at  the  rate  of  two  and 
one-half  days  per  month  for  the  time  he  has  been  in  the  service. 

133.  LEAVE  ON  SEPARATION  FROM  SERVICE. 

Superintendents  leaving  the  service  may  be  allowed  accrued 
leave  at  the  rate  of  two  and  one-half  days  per  month.  In  the  event 
an  employee  who  has  had  five  years'  continuous  service,  and  whose 
record  is  such  as  to  make  the  case  meritorious,  is  separated  from 
the  service,  the  Secretary  of  the  Treasury  will  consider  an  appli- 
cation for  an  extension  of  such  allowance  not  to  exceed  a  total  of 
30  days  during  that  calendar  year. 

134.  ANNUAL  LEAVE  NOT  CUMULATIVE. 

The  30  days'  leave  of  absence  per  year  which  may  be  granted 
to  a  superintendent  is  not  cumulative  and  must  be  taken  in  that 
calendar  year.     If  not  taken  it  can  not  be  carried  to  the  next  year. 

135.  LEAVE  INVOLVING  TWO  CALENDAR  YEARS. 

All  periods  of  leave  must  terminate  within  the  calendar  year  in 
which  the  request  is  made.  Leave  can  not  be  granted  extending 
from  one  year  to  another. 


17 

136.  SATURDAY    HALF  HOLIDAYS    DURING  LEAVE. 

Superintendents  on  leave  of  absence  during  any  period  for 
which  a  half-day  holiday  on  Saturdays  has  been  granted  by  Execu- 
tive order  will  be  charged  with  the  actual  time  absent  on  Saturdays, 
not  exceeding  four  hours  for  any  one  Saturday. 

Note.— The  period  in  question  is  now  from  June  15  to  September  15. 

137.  ADVANCE  APPLICATIONS  FOR  ANNUAL  LEAVE. 

Except  in  emergencies,  applications  for  leave  must  be  made  a 
reasonable  time  in  advance  of  the  date  when  the  leave  is  desired. 

138.  TELEGRAMS  REQUESTING  LEAVE. 

All  telegrams  referring  to  leave  are  at  the  expense  of  the  appli- 
cants.   Telegraphic  requests  for  leave  must  be  prepaid. 

139.  SICK  LEAVE. 

In  case  a  superintendent  has  been  absent  from  duty  on  account 
of  sickness  and  has  not  been  attended  by  a  physician  he  must  make 
a  personal  certificate  stating  upon  honor  the  fact  and  cause  of  sick- 
ness, the  precise  date  or  dates  thereof,  and  that  during  such  period 
he  was  unable,  by  reason  of  such  sickness,  to  perform  the  duties  of 
his  position;  also  the  specific  reason  for  not  employing  a  physician. 
When  attended  by  a  physician  he  must  obtain  from  him  a  certifi- 
cate giving  the  physician's  name,  address,  and  dates  of  attendance, 
which  must  be  attached  to  the  superintendent's  own  statement, 
and  all  forwarded  to  the  Supervising  Architect  for  consideration. 
Application  for  sick  leave  must  be  made  within  five  days  after 
applicant's  return  to  duty. 

The  Supervising  Architect  is  authorized  to  grant  sick  leave  not 
exceeding  10  days  in  any  one  year.  If  the  10  days  is  exceeded, 
he  will  submit  the  application  to  the  department,  with  his  recom- 
mendation. Sick  leave  will  not  be  granted  in  advance  nor  for 
less  than  one  day. 

140.  ABSENCE  THROUGH  CONTAGIOUS  DISEASE, 
ETC. 

Enforced  absence  of  an  employee  on  account  of  exposure  to  con- 
tagious disease,  or  absence  necessitated  by  his  attention  to  some 
member  of  his  immediate  family  afflicted  with  a  contagious  dis- 
ease, will  be  approved  as  sick  leave  when  a  proper  certificate  is  fur- 
nished by  the  public-health  officer,  or  other  approved  authority. 

58509—16 2 


18 

141.  MISREPRESENTATIONS  REGARDING  SICK 
LEAVE. 

Superintendents  will  be  held  strictly  accountable  for  their  state- 
ments as  to  inability  to  perform  duty  by  reason  of  sickness.  Proof 
of  any  willful  misstatement,  or  of  any  attempt  to  mislead  or  de- 
ceive official  superiors,  directly  or  indirectly,  in  regard  to  an  appli- 
cation for  extension  of  leave  on  account  of  sickness  will  be  suffi- 
cient cause  for  dismissal. 

142.  SUNDAYS  AND  LEGAL  HOLIDAYS  IN  LEAVE. 

Sundays  and  legal  holidays,  and  holidays  by  Executive  order 
applicable  to  employees  out  of  Washington,  whether  for  the  whole 
or  part  of  a  day,  will  not  be  counted  as  annual  leave,  or  leave  with- 
out pay,  where  the  absence  begins  or  ends  on  a  Sunday  or  a  holiday. 
All  such  days  occurring  within  a  period  of  absence  because  of  sick- 
ness or  contagious  disease,  or  without  pay,  will  be  counted.  (See 
132,  for  Sundays  and  legal  holidays  during  leave  with  pay.) 

143.  LEAVE  TO  ATTEND  COURT. 

A  superintendent  who  has  been  subpoenaed  to  attend  court  as  a 
witness  for  the  Government  will  be  allowed  special  leave  of  absence 
with  pay.  If  not  serving  as  a  witness  for  the  Government,  leave 
may  be  granted  either  with  or  without  pay,  and  if  the  former  the 
time  will  be  charged  against  the  annual  leave.  The  office  must  be 
notified  as  far  in  advance  as  practicable  of  any  contemplated  ab- 
sence from  duty  to  attend  court.  If  a  superintendent  is  summoned 
for  jury  duty  he  must  promptly  notify  the  office,  whereupon  effort 
will  be  made  to  have  him  excused  from  such  duty. 

144.  LEAVE  WITHOUT  PAY. 

An  application  for  leave  without  pay  must  be  forwarded  to  the 
Supervising  Architect,  who  will  submit  it,  with  his  recommenda- 
tion, to  the  Secretary  of  the  Treasury.  Such  application  must  not 
form  part  of  a  letter  requesting  leave  with  pay,  but  must  be  a  sepa- 
rate communication. 

145.  OFFICIAL  TRAVEL  DURING  LEAVE  OF 
ABSENCE. 

Superintendents  of  construction  who  are  on  leave  of  absence 
with  pay  take  the  risk  of  having  to  return  to  their  official  station 


19 

at  any  time  during  its  duration,  if  their  services  are  needed  there, 
and  in  obeying  the  orders  of  the  proper  authorities  to  return  they 
must  travel  at  their  own  expense.  If  thereafter  the  superintendent 
resumes  his  interrupted  leave  of  absence,  he  likewise  travels  at  his 
own  expense.     (Comptroller's  decision,  Aug.  8,  1915.) 

146.  TEMPORARY  SUPERVISION. 

When  compelled  to  be  absent  from  duty  because  of  contagious 
disease,  etc.,  or  on  account  of  a  personal  illness  which  threatens 
to  be  at  all  protracted,  the  field  officer  should  promptly  report 
the  facts,  or  have  them  reported,  to  the  office,  giving  information 
at  the  same  time  as  to  his  address  for  the  time  being.  The  office 
will  then  give  consideration  to  the  necessity  of  making  temporary 
arrangements  for  looking  after  the  field  officer's  work. 

147.  ACCIDENTAL  INJURY. 

Whenever  a  field  officer  sum  tains  in  the  course  of  his  employ- 
ment at  the  building  such  an  injury  as  prevents  him  from  per- 
forming work  for  one  day  or  longer,  he  should  report  the  fact  to 
the  office  as  soon  as  practicable,  and  report  also  the  date  when 
he  returns  to  work. 

When  an  employee  of  the  contractor  or  subcontractor  is  injured 
in  the  course  of  his  employment  at  the  building  to  such  an  extent 
as  to  be  incapacitated  for  work  for  more  than  one  day,  the  super- 
intendent must  report  to  the  office  the  facts  as  he  knows  them. 
Cases  of  death  occurring  within  a  period  of  one  year  after  such 
injury  and  apparently  resulting  therefrom  should  be  reported  as 
soon  as  possible  after  knowledge  of  such  death  reaches  the  super- 
intendent. 

148.  CRIMES  ON  FEDERAL  SITES. 

Offenses  committed  within  the  boundary  lines  of  land  ceded  to 
the  United  States  are  triable  in  United  States  courts  only.  No 
State,  county,  or  municipal  officers  or  tribunals  have  any  juris- 
diction over  such  offenses. 

149.  CORNER  MONUMENTS. 

It  is  the  policy  of  the  department  to  require  the  vendor  of  a 
site  to  mark  each  corner  of  the  site  with  a  permanent  monument. 
If  these  are  to  be  disturbed  during  the  progress  of  the  work,  bear- 
ings should  first  be  taken  so  that  they  mav  be  accuratelv  relocated. 


20 

At  the  conclusion  of  the  approach  work  the  corner  monuments 
must  be  left  in  plain  view  and  substantially  fixed  in  place.  Where 
these  monuments  are  in  the  sidewalk  or  in  a  driveway,  they 
should  be  set  flush  with  the  surface  of  the  paving. 

150.  ENCROACHMENT  ON  SITE. 

Superintendents  must  not  permit  any  unauthorized  use  of  any 
portions  of  Federal  building  sites  in  their  charge  whether  on, 
above,  or  below  the  surface.  Unauthorized  overhanging  cornices, 
signs,  awnings,  balconies,  bay  windows,  porches,  walks,  staircases, 
fire  escapes,  walls,  etc.,  are  among  such  forbidden  uses.  Roof 
signs — painted  or  electric — projecting  over  the  Government  prop- 
erty line  are  especially  objectionable.  The  superintendent  is  not 
authorized  to  allow  anyone  to  use  habitually  the  Government  land 
for  access  to  other  premises.  Only  the  department  may  grant  the 
privilege,  and  it  generally  expects  a  reasonable  rental  therefor, 
unless  it  is  necessary  for  the  convenience  of  the  general  public. 
The  superintendent  should  promptly  report  any  unauthorized  uses. 

151.  SURFACE  DRAINAGE. 

The  surface  drainage  of  the  Federal  site  must  not  be  so  disposed 
as  to  overflow  the  adjoining  premises,  nor  should  the  owner  of  ad- 
joining land  be  permitted  to  adopt  such  a  course  with  respect  to 
the  Government  site.  If  the  contract  drawings  show  such  a  con- 
dition, it  should  be  brought  to  the  attention  of  the  office  during 
the  early  stages  of  the  work  and  not  be  deferred  until  work  on  the 
approaches  is  under  way. 

152.  ATTACHMENT  ON  MATERIALS. 

When  the  State  law  ceding  to  the  United  States  jurisdiction  over 
the  Federal  builoing  site  reserves  the  right  to  serve  process  within 
the  site,  attachments  may  be  levied  upon  materials,  equipment, 
etc.,  not  the  property  of  the  United  States,  delivered  on  the  site. 
In  the  event  of  any  such  attachment  the  superintendent  will  offer 
no  objection  to  the  removal  of  such  material,  equipment,  etc., 
unless  the  material  has  been  incorporated  in  the  building,  or  the 
Government  has  made  a  payment  on  account  of  such  material,  or 
the  eight-days'  notice  preparatory  to  terminating  the  contractor's 
right  to  proceed  has  been  served.  Under  these  circumstances  the 
superintendent  will  notify  the  attaching  officer  that  the  material, 
equipment,  etc.,  is  claimed  by  the  United  States,  and   protest 


21 

both  orally  and  in  writing  against  its  removal,  stating  that  it  has 
become  Government  property  or  that  the  Government  has  a  prior 
or  superior  lien,  as  the  case  may  be.  At  the  same  time  the  super- 
intendent will  telegraph  the  office  a  full  report  of  the  circum- 
stances. Attachment  of  his  material,  equipment,  etc.,  will  not 
be  accepted  as  an  excuse  on  the  part  of  the  contractor  for  any  in- 
terruption in  the  work. 

153.  NONPAYMENT  OF  BILLS  BY  CONTRACTORS. 

If  the  superintendent  receives  a  complaint  of  the  failure  of  the 
Government  contractor  to  pay,  as  agreed,  for  material  and  labor 
used  in  the  performance  of  his  contract,  he  will  send  the  com- 
plainant a  copy  of  Department  Circular  No.  45  (902)  and  forward 
the  complaint  to  the  office  with  such  information  as  he  may  be 
able  readily  to  obtain  regarding  the  facts  in  the  case. 

154.  TRANSFER  OF  BUILDING  AND  FILES  TO  OTHER 
CUSTODY. 

When  relieved  from  duty  at  the  building  the  superintendent  will, 
upon  receipt  of  the  necessary  instructions,  transfer  the  structure 
and  other  Government  property  and  records  in  his  care,  and  a  com- 
plete and  correct  set  of  plans  and  specifications,  to  a  custodian 
appointed  by  this  department,  or  other  designated  official,  take  a 
receipt  for  same,  and  forward  it  to  the  office  for  file.  A  special 
cabinet  will  be  supplied  the  custodian  for  these  files.     (601.) 

155.  CONVICT  LABOR. 

Attention  is  directed  to  the  following  Executive  order  of  May  29, 
1905,  and  superintendents  must  report  any  violations  of  the  same: 

"Whereas  by  an  act  of  Congress  which  received  Executive  ap- 
proval on  February  23,  1887,  all  officers  or  agents  of  the  United 
States,  were,  as  a  matter  of  public  policy,  forbidden,  under  appro- 
priate penalties,  to  hire  or  contract  out  the  labor  of  any  criminal 
who  might  thereafter  be  confined  in  any  prison,  jail,  or  other  place 
of  incarceration  for  the  violation  of  any  laws  of  the  Government 
of  the  United  States  of  America: 

"It  is  hereby  ordered  that  all  contracts  which  shall  hereafter  be 
entered  into  by  officers  or  agents  of  the  United  States  involving  the 
employment  of  labor  in  the  States  composing  the  Union  or  the 
Territories  of  the  United  States  contiguous  thereto,  shall,  unless 
otherwise  provided  by  law,  contain  a  stipulation  forbidding  in  the 
performance  of  such  contracts  the  employment  of  persons  under- 
going sentences  of  imprisonment  at  hard  labor  which  have  been 
imposed  by  courts  of  the  several  States,  Territories,  or  municipali- 
ties having  criminal  jurisdiction." 


22 

156.  EIGHT-HOUR  LAW. 

Pursuant  to  the  Executive  order  incorporated  in  each  specifica- 
tion, the  superintendent  will  promptly  submit  to  the  office  a  report 
(in  duplicate),  covering  every  violation  of  the  eight-hour  law  on 
the  work  under  his  care  of  which  he  may  have  knowledge.  If 
there  are  circumstances  apparently  justifying  the  act  as  an  emer- 
gency they  should  be  stated.  These  reports  are  transmitted  to  the 
Department  of  Justice  for  appropriate  action. 

Circular  Letter  No.  1,  Office  of  the  Supervising  Architect,  dated 
July  12,  1913,  contains  a  copy  of  the  law  and  of  the  opinions  of  the 
Attorney  General  thereon.     (903.) 

The  department  will  not  undertake  to  construe  the  eight-hour 
law  nor  to  declare  what  constitutes  an  extraordinary  emergency 
within  the  meaning  of  the  law.  The  contractor  must  obtain  such 
legal  advice  on  this  point  as  he  requires. 

The  contractor  may  use  several  shifts  of  men  on  the  work,  pro- 
vided each  man  is  not  employed  more  than  8  hours,  consectively 
or  otherwise,  out  of  the  24.  One  shift  may  immediately  follow 
another,  or  there  may  be  an  interval,  as  conditions  may  require. 
The  only  restriction  is  that  out  of  24  consecutive  hours  no  one  to 
whom  the  law  applies  shall  be  permitted  or  required  to  be  em- 
ployed more  than  8  hours. 

157.  INFORMATION  TO  NEWSPAPERS,  ETC. 

There  is  no  objection  to  field  officers  giving  out  information  to 
newspapers  or  to  the  general  public  relating  to  matters  of  fact,  such 
as  the  character  of  the  building,  the  kind  of  materials  to  be  used,  the 
name  of  the  contractor,  the  contract  price  and  date  of  completion, 
modifications  which  have  been  authorized,  arrangements  for  the 
laying  of  the  corner  stone,  etc.;  but  they  must  take  precautions 
against  being  drawn  into  local  controversies  about  the  work  or  any 
of  its  details.     (504.) 

158.  POLITICAL  ACTIVITY  AND  ASSESSMENTS. 

The  attention  of  field  officers  is  called  to  a  "Warning  against 
activity  in  politics  and  the  collection  of  political  assessments  or 
contributions  by  Federal  officers  and  employees,"  issued  as  a 
circular  by  the  United  States  Civil  Service  Commission. 

The  department  especially  cautions  all  the  Federal  employees 
under  its  jurisdiction  against  any  violation  of  the  laws,  rules,  and 
regulations  appertaining  to  political  activity  and  the  illegal  col- 
lection or  payment  of  political  assessments  or  contributions.  Any 
violation  thereof  will  be  summarily  dealt  with. 


23 


24 


25 


26 


SECTION  II. 
CORRESPONDENCE. 


201.  CliASSES  OP  LETTERS. 

Letters  signed  by  the  Secretary,  Acting  Secretary,  or  Assistant 
Secretary  should  be  referred  to  as  " department* '  communications, 
and  letters  signed  by  the  Supervising  Architect  or  his  assistants 
should  be  referred  to  as  " office"  communications.  Field  officers 
should  use  the  personal  form  "I,"  not  "this  office." 

202.  REPLIES  QUOTE  DATE  AND  INITIALS. 

The  reply  to  a  letter  should  always  refer  to  its  date,  and  in  case  of 
1 '  office '  ■  letters  refer  also  to  ' '  S A-  ' '  initials  in  the  upper  left-hand 
corner. 

Receipt  of  routine  official  communications  is  not  to  be  acknowl- 
edged. Acknowledgment  when  specifically  requested  or  evi- 
dently necessary  must  be  made  with  the  least  possible  delay. 

203.  ADDRESSING   SUPERVISING  ARCHITECT. 

Letters  and  reports  to  the  Supervising  Architect  should  be 

addressed : 

Supervising  Architect, 

Treasury  Department, 

Washington.  D.  C. 

The  word  "Personal"  should  be  added  to  the  address  when  the 
matter  is  of  a  specially  confidential  nature.     (124.) 

204.  OFFICIAL  PAPER. 

Official  paper  should  be  used  for  all  official  correspondence. 
205.  CONFIDENTIAL  CORRESPONDENCE. 

All  official  correspondence  must  be  regarded  by  field  officers  as 
strictly  confidential. 

(27) 


28 

206.  BRIEF  ON  LETTERS. 

A  brief  indicating  in  the  fewest  possible  words  the  subject  of  the 
letter  must  be  placed  in  the  upper  left-hand  corner  of  the  first  page 
of  each  letter  sent  the  department,  viz: 

Subject :  ' '  Subdrainage  j ' ' 

207.  LETTER-SIZE  PAPER. 

The  correspondence  of  the  Supervising  Architect's  Office  is  filed 
vertically,  and  all  letters,  reports,  proposals,  specifications,  sched- 
ules, accounts,  affidavits,  documents,  etc.,  intended  ultimately  for 
the  office  letter  files  should  be  on  letter-size  sheets,  8  inches  wide  by 
10 J  inches  long. 

208.  DESIGNATION  OF  BUILDING. 

The  name  of  the  Federal  building  to  which  a  communication 
refers  must  be  stamped  or  written  in  the  upper  right-hand  corner 
of  the  first  page  of  the  letter,  as:  "Ogden,  Utah,  P.  0".  Rubber 
stamps  for  this  purpose  are  furnished  to  field  officers  upon  request. 

209.  ENCLOSURES. 

Inclosures  must  be  properly  enumerated  in  letters  addressed  to 
the  office  or  department. 

210.  CARBON  COPIES. 

The  superintendent  must  preserve  signed  carbon  copies  of  all  cor- 
respondence and  copies  of  vouchers.  Copies  of  other  papers  or  of 
drawings  prepared  by  the  superintendent  and  forwarded  by  him 
to  the  department  must  be  retained.  While  not  absolutely  neces* 
eary,  it  is  advisable  to  retain  copies  of  drawings  or  papers  which  the 
superintendent  did  not  originate  and  which  are  forwarded  the  office 
or  department  for  examination  with  the  understanding  that  they 
will  be  returned.  A  record  of  such  documents,  however,  must  be 
maintained  while  out  of  the  possession  of  the  superintendent. 
Care  must  be  taken  that  all  carbon  copies  are  clear  and  legible  and  - 
that  they  contain  all  corrections  made  in  the  original. 

211.  LETTERS  OF  TRANSMITTAL. 

Letters  of  transmittal  must  be  sent  as  first-class  mail,  not  rolled 
with  drawings  or  specifications.    Drawings  or  specifications  should 


29 

be  inclosed  with  and  attached  to  the  transmitting  communication 
if  they  are  on  letter-size  sheets  or  not  too  voluminous  for  flat  folding. 
Self-explanatory  papers  do  not  require  letters  of  transmittal. 
This  will  ordinarily  be  true  of  reports,  vouchers,  etc.  (See  305, 
relative  to  vouchers  requiring  a  letter  of  transmittal.) 

212.  LETTERS  OF   RECOMMENDATION  PROHIBITED. 

All  employees  of  the  department  are  prohibited  from  writing 
official  letters  of  recommendation  in  behalf  of  any  firm,  corporation, 
employee,  or  article  of  manufacture. 

213.  CUSTODIANSHIP  CORRESPONDENCE. 

The  approaching  completion  of  a  building  will  give  rise  to  corre- 
spondence relating  to  custodianship,  furniture,  supplies,  etc.  This 
correspondence  must  be  filed  separately,  so  that  it  may  be  turned 
over  to  the  custodian  as  soon  as  he  assumes  his  official  duties. 


30 


31 


32 


SECTION  III. 
PREPARATION  OF  VOUCHERS. 


301.  GENERAL  INSTRUCTIONS. 

"General  instructions"  printed  on  the  backs  of  the  various 
vouchers  must  be  strictly  observed. 

302.  SAMPLE  VOUCHERS. 

Upon  request,  a  sample  set  of  vouchers,  properly  filled  out,  will 
be  furnished,  and  must  be  followed  closely,  unless  conditions 
require  material  changes  in  form  or  arrangement.     (907.) 

303.  CERTIFYING  VOUCHERS. 

The  superintendent  must  certify  to  all  vouchers  for  payment  on 
account  of  work  or  services  in  connection  with  the  buildings  placed 
under  his  charge  by  either  regular  or  special  assignment. 

Unless  otherwise  directed,  all  vouchers  must  be  forwarded  to  the 
office  for  payment.  In  certain  cases  a  bonded  official  of  the  Gov- 
ernment may  be  designated  as  a  special  local  disbursing  agent,  to 
serve  without  additional  compensation;  and  special  instructions 
will  then  be  issued  to  the  superintendent  regarding  the  handling 
of  vouchers. 

304.  DETERMINING  AMOUNT  OF  VOUCHER. 

When  estimating  the  value  of  work  performed  and  materials 
furnished  as  a  basis  for  issuing  a  voucher,  the  superintendent  must 
be  governed  by  the  schedule  prices  agreed  upon  by  him  and  the 
contractor,  as  described  in  paragraph  519  of  these  instructions.  In 
no  case  must  a  voucher  be  issued  in  such  net  amount  as  will  reduce 
the  gross  unpaid  balance,  including  the  retained  percentage,  of 
the  contract  price,  to  a  sum  less  than  would  be  sufficient  to  com- 
plete the  building  in  case  of  default  on  the  part  of  the  contractor. 
It  is  not  necessary  to  forward  with  a  voucher  for  payment  on  account 
a  statement  showing  the  method  employed  in  determining  its 
amount.    This  should  be  shown  on  the  monthly  progress  report. 

58509—16 3  (33) 


305.  RETAINED  PERCENTAGE. 

The  accumulated  retained  percentage  is  not  intended  to  cover 
any  incomplete  or  defective  items.  An  additional  amount  equal 
to  the  cost  of  completing  or  correcting  these  items  must  be  retained 
pending  the  entire  completion  of  the  work,  or  pending  the  accept- 
ance by  the  department  of  a  suitable  reduction  in  the  contract 
price.  The  total  contract  price,  less  the  accumulated  retained 
percentage(usually  10  per  cent),  is  not  due  until  every  part  of  the 
work  is  satisfactorily  supplied  and  executed  in  every  particular; 
and  a  voucher  in  such  amount  must,  therefore,  be  accompanied 
by  a  letter  of  transmittal  covering  this  point  fully,  and  reporting 
seriatim  on  any  defects  or  omissions  reported  in  the  final  inspec- 
tions of  the  various  branches,  and  not  previously  reported  as 
corrected. 

As  the  checking  of  such  a  report  in  the  office  requires  considerable 
time,  pending  which  the  voucher  can  not  be  passed,  it  is  preferable 
not  to  issue  a  voucher  for  the  full  90  per  cent  of  the  contract  price. 

306.  FINAL  VOUCHER. 

See  Final  payment,  520. 

307.  SERIAL  NUMBER  OF  ACCEPTANCE. 

The  serial  number  of  the  acceptance  must  be  stated  on  the  face 
of  each  voucher  issued  in  partial  or  final  payment  on  account 
thereof. 

308.  VOUCHERS  FOR  INDEPENDENT  CONTRACTS. 

Separate  vouchers  for  work  authorized  to  be  performed  inde- 
pendently of  the  main  contract  should  be  issued  as  soon  as  the 
work  in  question  is  satisfactorily  completed. 

309.  WHEN  TO  ISSUE  VOUCHERS. 

Unless  otherwise  directed,  or  impracticable  on  account  of  the 
superintendent  having  two  or  more  assignments,  vouchers  for  pay- 
ments on  account  of  contracts  should  be  issued  on  the  last  day  of 
the  month,  except  when  this  date  falls  on  a  Sunday  or  holiday.  In 
such  a  case  the  voucher  should  be  issued  the  previous  day.  When 
the  superintendent  is  in  charge  of  more  than  one  building  a  few 
days'  interval  is  expected,  but  it  is  preferred  that  all  vouchers  be 


35 

Issued  by  the  5th  of  the  month.  The  voucher  in  such  cases 
should  be  dated  back  to  the  last  day  of  the  preceding  month,  and 
should  not  include  work  done  subsequent  to  such  date. 

Vouchers  must  not  be  issued  by  superintendents  in  payment  of 
their  own  salaries  before  the  last  day  of  the  period  for  which  the 
voucher  is  rendered,  unless  this  day  fall  on  a  Sunday  or  legal 
holiday.  In  such  a  case,  the  voucher  may  be  issued  and  forwarded 
to  the  department  the  previous  day. 

310.  TRAVELING-EXPENSE  VOUCHERS. 

9 

Vouchers  covering  reimbursement  for  traveling  expenses  of  field 
officers  should  be  submitted  monthly.  They  may  be  sworn  to 
before  any  postmaster,  assistant  postmaster,  collector  of  customs, 
collector  of  internal  revenue,  or  other  officer  of  the  Government 
empowered  to  administer  an  oath.  No  official  of  the  Government 
is  permitted  to  make  a  charge  for  administering  an  oath  to  another 
official  or  employee  of  the  Government  when  the  latter  is  acting 
in  his  official  capacity. 

311.  CERTIFICATION  OF  VOUCHERS. 

Salary  vouchers  of  field  officers  will  be  certified  at  the  depart- 
ment; all  other  vouchers  (traveling  expenses,  rent,  etc.)  are  to  be 
certified  before  transmission  to  the  department. 

312.  CHARGEABLE  TO  "GENERAL  EXPENSES  OF 
PUBLIC  BUILDINGS." 

The  following  classes  of  expenditures  are  chargeable  to  the  annual 
appropriation  "General  expenses  of  public  buildings ": 

(a)  Compensation  of  field  officers  (supervising  superintendents, 
superintendents,  junior  superintendents,  and  inspectors). 

(6)  Office  rent,  and  all  expenses  incident  to  superintendence, 
including  light,  water,  etc.    (107.) 

(c)  Traveling  expenses  of  field  officers  and  of  other  officers  and 
employees  under  orders  from  the  department. 


36 


37 


38 


SECTION  IV. 
REPORTS. 


401.  PROGRESS  REPORTS. 

Superintendents  are  required  to  prepare  progress  reports,  Form 
8701,  on  the  1st  day  of  each  month  next  following  that  covered 
by  such  report,  except  when  this  day  falls  on  a  holiday  or  Sunday, 
or  there  is  unavoidable  delay  in  preparing  the  regular  payment 
to  the  contractor.  In  such  cases,  the  reports  should  be  forwarded 
immediately  after  the  value  of  the  work  done  during  the  month 
is  ascertained  and  the  payment  voucher  issued.  In  no  case  should 
the  transmission  of  the  regular  monthly  report  be  delayed  beyond 
the  5th  of  the  month.  These  reports  are  to  be  prepared  in  quad- 
ruplicate and  two  copies  forwarded  to  the  office  without  letter 
of  transmittal.  A  third  copy  is  to  be  retained  in  the  files  of  the 
superintendent.  A  fourth  copy,  showing  only  the  portion  relating  to 
payments  made,  must  be  posted  conspicuously  in  the  superintend- 
ent's office,  and  free  access  thereto  allowed  subcontractors,  or 
others  having  a  financial  interest  in  the  contract.  (518.)  The 
reports  must  be  prepared  every  month,  even  though  there  may 
have  been  no  progress  in  operations  on  the  building  during  the 
period  covered. 

Under  the  appropriate  heading  at  the  right  of  the  report  should 
be  stated  in  a  few  words  whether  the  work,  as  indicated  by  the 
headings,  is  progressing  satisfactorily;  and  if  not,  the  cause. 

In  the  blank  space  under  "Miscellaneous"  may  be  inserted  a 
statement  of  any  unusual  item  that  should  be  included  in  the  cost 
schedule. 

The  total  value  of  each  branch  of  the  work  must  be  shown  in  the 
first  column;  the  total  of  this  column  must  account  for  the  total 
contract  price  to  date,  allowing  for  additions  and  deductions. 
The  different  branches  of  the  work,  as  they  are  completed,  must 
be  stated  again  in  the  second  column  as  "completed  work." 

(39) 


40 


402.  SEPARATE  PROGRESS  REPORTS  FOR  EACH 
CONTRACT. 

A  separate  report  should  be  transmitted  for  each  separate  con- 
tract on  each  building,  except  that  independent  contracts  awarded 
to  the  same  contractor  in  amounts  less  than  $10,000  may  be  noted 
in  the  "Remarks"  space.  Such  independent  contracts  must  not 
be  included  in  the  total  of  the  main  contract. 

403.  ESTIMATING  NORMAL  PERCENTAGE  OF 

COMPLETION. 

When  estimating  the  normal  percentage  of  completion  of  a 
building  all  circumstances  relating  thereto  must  be  carefully- 
weighed,  and  the  original  schedule  revised  as  circumstances 
demand.  If  the  building  is  placed  under  contract  at  the  com- 
mencement of  winter  the  normal  percentage  should  be  greatly- 
reduced  for  two  or  three  months,  with  a  corresponding  increase 
during  the  balance  of  the  contract  time.  An  extension  of  time 
automatically  requires  a  rearrangement  of  the  schedule  of  per- 
centage, because  of  the  postponement  of  the  date  of  reaching 
100  per  cent  completion.  An  allowance  of  from  one-fourteenth 
to  one-sixteenth  of  the  total  time  should  be  made  for  the  assembling 
of  equipment  and  material. 

404.  SCHEDULE  OF  NORMAL  PERCENTAGES. 

The  following  table  contains  a  schedule  of  normal  percentages 
for  guidance  in  cases  where  no  special  conditions  require  modi- 
fications: 

Normal  percentage  per  month. 


1 

2 

2 

2 

10 

9 
7 
7 
6 

3 

19 
17 
15 
14 
13 

4 

28 
26 
23 
21 
20 

5 

6 

46 

44 
38 
37 
34 

7 

55 

52 
46 
44 
41 

8 

64 
60 
53 
51 

48 

9 

73 

68 
61 
58 
55 

10 

82 
76 
69 
65 
62 

11 

91 

84 
77 
72 
69 

12 

100 
92 
85 
79 
76 

13 

14 

15 

16 

37 
35 
30 
29 
27 

100 
93 
86 
82 

100 
93 

88 

100 
94 

~i66" 

41 


405.    SAMPLE  PROGRESS  REPORT. 

Progress  Report  for  the  Month  of  March,  1012. 

Building,  U.  S.  post  oTice  at  Centerville,  Ala. 
Contractor,  James  Anderson:  time  limit,  October  10,  1912. 
Approximate  date  building  ready  for  occupancy,  October  10, 1912. 


Branch. 

Total  value 
of  branch. 

Total  value 

completed 

tolast 

report. 

Value  com- 
pleted since 
last  report. 

PER   CENT  COM- 
PLETED. 

Last  month... 31 
This  month... 42 
Normal 41 

Dollars. 

Cts. 

Dollars. 

Dollars. 

Cts. 

505 

00 

505 

00 

EQUIPMENT. 

Satisfactory. 

658 
382 

8,805 
7,862 

00 
00 

00 
00 

658 
382 

6,500 
7,000 

00 
00 

00 

Waterproofing—  sub- 
drains. 
Brickwork 

1.000 

00 
00 

FORCE. 

( Jranite  work 

00  ;        375 

Satisfactory. 

Concrete 

1,891 
900 
1,318 
800 
1,800 
6,092 
1,400 
1,655 

3,005 

1,000 

775 

2,223 

00 
00 
00 
00 
00 
00 
00 
00 

00 
00 
00 

00 
00 

650 
600 
700 

66           400 

00 

Force  of  brick 

Structural  steel  and  iron . 
Architectural  terra  cotta 

00 

00 

225 
300 
100 

00  1  masons  increased 
00     on  request  of  su- 
rintendent. 

Hoof  covering 

Woodwork 

300 

00 

200 
50 

00 
00 

Painting  and  gla  ing 

Lathing  and  plastering. . 

Interior  marble,  terrazao, 

etc 

PROGRESS. 

Satisfactory. 

Hardware 

DELIVERY  Or  MA- 
TERIALS. 

Approaches,  curbs,grad- 
ing,  etc. . . 

Miscellaneous 

1,294 

250 

00 

175 

00 

SAMPLES  OVER- 

Plumbing  

3,500 

400 

2,650 

1,490 

00 
00 
00 

700 

00 

400 

00 

DUE. 

Heating  and  ventilating. 

Sample. 

Time 

Lighting  fixtures 

over- 
due. 

Elevators— lifts 

Total 

50,405 

00 

18,245 

00 

3,225 

00 

REMARKS,  OR    INDEPENDENT  CONTRACTS. 


Contract,  including  additions  and  deductions $50, 405. 00 

Less  value  of  work  not  completed 28,935. 00 


21,470.00 


Less  10  per  cent  retained $2, 147. 00 

Less  pavment  on  account 16, 420. 50 

18,567.50 

Amount  of  payment  for  month  of  March,  1912 2,902.50 

J.  M.  Pepper,  Superintendent  of  Construction. 
Treasury  Department,  Office  of  Supervising  Architect. 
Form  8701. 


42 

406.  DATA  FOR  SPECIAL  EQUIPMENT. 

The  superintendent  should  supply  the  office  in  ample  time  with 
data  for  the  preparation  of  drawings  and  specifications  for  any- 
special  item  of  equipment,  such  as  metal  vault  shelving,  wire 
partitions,  counters,  etc.  Sketches  prepared  by  the  superintend- 
ent should  be  signed  by  the  officials  interested  to  indicate  their 
approval  of  the  arrangement  shown.  The  fact  should  not  be  over- 
looked that  space  for  safes  may  be  required  in  certain  vaults.  In 
this  connection  it  should  be  noted  that  the  building  appropriation 
is  available  for  the  original  installation  of  wire  and  other  partition 
work  and  fixed  equipment,  such  as  shelving,  counters,  judges' 
desks,  platforms,  etc. 

407.  SCHEDULES  OF  FURNITURE,  ETC. 

At  the  proper  time,  schedules  of  furniture  and  other  equipment 
for  the  building  will  be  transmitted  to  the  custodian  or  other  local 
Federal  official.  The  superintendent  should  cooperate  with  the 
latter,  or  other  local  officials,  in  completing  these  schedules  and 
supply  such  other  information  as  may  be  necessary. 

408.  DELAY  IN  LETTING  INDEPENDENT  CONTRACTS. 

If  the  mechanical  equipment,  elevators,  lifts,  or  lighting  fixa- 
tures are  not  included  in  the  construction  contract,  and  if  the 
superintendent  should  not  receive  notice  of  the  letting  of  such 
contracts  in  ample  time  to  secure  the  installation  coincident  with 
the  completion  of  the  building,  he  should  bring  this  fact  to  the 
attention  of  the  office. 

409.  DATE  OF  OCCUPANCY. 

A  special  report  must  be  submitted  when  the  work  has  reached 
a  stage  of  completion  which  indicates  that  the  building  will  be 
ready  for  occupancy  within  four  months,  in  order  that  the  various 
departments  interested  may  be  notified.  When  determining  this 
date,  due  weight  should  be  given  to  the  average  progress,  the 
advance  during  the  previous  two  or  three  months,  the  apparent 
ability  and  disposition  of  the  contractor  to  prosecute  the  work, 
the  delivery  of  material,  and  similar  considerations  affecting 
progress.  Another  special  report  must  be  submitted  six  weeks 
before  estimated  date  of  occupancy  so  that  the  departments  may 
be  again  advised. 


415 

410.  DATE  FOR  FINAL  INSPECTION,  ETC. 

At  the  same 'time  the  superintendent  should  advise  the  office 
regarding  the  date  when  the  building  will  be  ready  for  final  in- 
spection (if  it  has  not  already  been  made),  and  the  probable  date 
when  the  superintendent's  services  may  be  dispensed  with  at  the 
building. 

411.  FINAL  REPORT. 

When  a  building  is  finally  completed,  or  when  a  superintend- 
ent is  relieved  from  duty  in  charge  of  a  building  that  is  practically 
completed,  he  must  render  a  final  report  to  the  office,  including  a 
financial  statement  of  the  contract,  the  items  of  addition  and  de- 
duction, and  the  total  payments  made  thereunder.  All  existing 
defects  under  each  contract  must  be  given  in  detail  in  this  report 
under  appropriate  headings,  and  incomplete  items  must  be  enu- 
merated. A  separate  report  must  be  submitted  for  each  separate 
formal  contract. 

412.  SCOPE  OF  FINAL  REPORT. 

An  equitable  settlement  of  the  contract  may  depend  upon  the 
adequacy  and  accuracy  of  the  superintendent's  final  report,  which 
should  supply  all  data  necessary  for  the  consideration  of  the  office 
in  the  settlement  of  the  contract,  including  the  following  whenever 
applicable : 

(a)  A  statement  that  the  work  under  contract  is  completed  in  a 
satisfactory  manner,  together  with  a  seriatim  statement  of  the 
correction  of  defects  and  supply  of  omissions  previously  reported 
as  the  result  of  inspection,  referring  specifically  to  the  letters  and 
reports  in  which  the  items  are  mentioned ;  or,  if  not  completed,  a 
schedule  of  items  of  defective  or  incomplete  work,  arranged  by 
trades,  and  each  item  numbered. 

(6)  A  statement  whether  all  additions  to  the  contract  have  been 
completed  in  a  satisfactory  manner,  and  all  deductions  properly 
accounted  for. 

(c)  A  synopsis  of  the  "record  of  delays"  segregated  in  accord- 
ance with  paragraph  608.  In  complicated  cases  a  full  record  of 
delays  is  to  be  transmitted. 

(d)  A  financial  statement,  giving  contract  price,  schedule  of 
additions  and  deductions,  total  payments  (but  not  schedule  of 
monthly  payments),  and  unpaid  balance. 


44 

(e)  Schedule  and  status  of  acceptances  to  the  various  contrac- 
tors, made  independent  of  their  respective  formal  contracts.  A 
similar  statement  regarding  independent  informal  contracts. 

(/)  A  statement  showing  for  the  period  of  delay  the  salary  and 
expenses  of  superintendent  and  the  amount  of  rent  paid  by  the 
Government  for  all  officials  intended  to  be  housed  in  the  building 
when  completed. 

(g)  In  case  the  time  limit  has  been  exceeded,  a  statement  in 
detail  from  the  contractor  regarding  causes  of  delay,  with  such 
explanations  as  may  be  necessary.  This  statement  should  be 
obtained  before  the  entire  completion,  as  it  is  desirable  to  have  it 
accompany  the  final  report,  but  if  this  is  not  feasible  the  matter 
may  be  treated  in  a  subsequent  communication. 

Qi)  The  dates  when  building  was  sufficiently  advanced  to 
permit  occupancy,  when  it  was  finally  completed,  and  when  it 
was  finally  occupied,  either  by  the  post  office  or  any  other  impor- 
tant branch  of  the  service.  If  not  occupied  at  the  time  of  sub- 
mitting the  report,  the  reasons  should  be  stated  and  the  estimated 
date  of  occupancy  given. 

413.  LIQUIDATED  DAMAGES. 

The  Comptroller  of  the  Treasury  on  August  11,  1911,  held  that 
officers  of  the  Government  should  not  write  into  the  records  of  a 
case,  the  contract  for  which  provides  for  liquidated  damages,  any 
statement  that  no  damages  have  been  sustained.  (Navy  Depart- 
ment v.mV.  Clad  &  Sons;  see  also  United  States  v.  Bethlehem  Steel 
Co.,  205  U.  S.,  119.)  Damages  on  account  of  delay  have  been 
mutually  agreed  upon  in  advance  by  the  parties  to  the  contract. 
When  this  is  written  into  the  contract  it  becomes  a  part  thereof 
and  can  be  changed  only  by  the  mutual  consent  of  the  parties 
thereto,  or  waived  by  the  party  upon  whom  the  delay  has  been 
inflicted.  This  restriction,  however,  will  not  prevent  superin- 
tendents from  recommending  the  waiving  of  the  damages,  in 
whole  or  in  part,  accompanied  by  explanation  and  reasons  therefor. 


45 


46 


SECTION  V. 

CONTRACTS,   PROPOSALS,   PAYMENTS,    AND 
APPROPRIATIONS. 


501.  PROCURING  PROPER  PROGRESS. 

The  superintendent  must  carefully  and  fully  inform  himself  of 
the  provisions  of  all  contracts  for  work  in  his  charge  and  see  that 
they  are  executed  in  strict  accordance  with  their  terms.  He  must 
note  the  time  within  which  each  contract  is  to  be  completed,  and 
warn  the  contractor  if  the  work  is  not  progressing  with  sufficient 
expedition  to  accomplish  that  result.  If  repeated  efforts  on  the 
part  of  the  superintendent  are  without  effect,  and  it  becomes  ap- 
parent that  the  completion  of  the  building  will  be  materially 
delayed,  the  superintendent  must  so  report  to  the  Supervising 
Architect,  with  an  explicit  statement  of  all  facts  bearing  upon  the 
case.  This  report  must  state  whether,  in  the  opinion  of  the  super- 
intendent, the  Government  is  in  any  way  responsible  for  the  delay; 
if  so,  to  what  extent,  and  the  reasons  on  which  such  opinion  is 
based.  This  course  must  be  followed  for  each  contract,  in  order 
that  the  eight  days'  legal  notice  of  default  may  be  served  promptly 
by  the  department  in  case  it  is  determined  to  terminate  the  con- 
tractor's right  to  proceed  or  to  adopt  any  other  method  of  protect- 
ing the  interests  of  the  Government.    (649.) 

502.  INTERPRETATION  OF  CONTRACTS. 

The  superintendent  must  give  careful  attention  to  Treasury 
Circular  No.  146,  Secretary's  office,  approved  by  the  Secretary 
of  the  Treasury  December  31,  1877,  which  relates  to  the  interpre- 
tation of  public  contracts.    The  circular  follows: 

"The  following  is  based  upon  decision  of  the  Supreme  Court  in 
the  case  of  Hawkins  v.  United  States  (No.  700,  October  term,  1877), 
and  publication  is  made  for  the  information  and  guidance  of  offi- 
cers m  charge  of  public  works,  etc.,  under  control  of  this  depart- 
ment and  all  parties  having,  or  seeking  to  have,  dealings  with 
the  department  through  such  officers. 

(47) 


48 

"1.  When  a  service  of  a  better  or  higher  grade  than  that  required 
by  contract  is  rendered  upon  the  demand  of  a  public  agent,  such 
demand  being  made  upon  an  interpretation  of  the  contract,  the 
contractor  can  have  no  claim  against  the  United  States;  nor  will 
notice  given  at  the  time  to  an  unauthorized  agent  of  an  intention 
to  present  a  claim  for  additional  allowance  on  account  of  such 
better  service  change  the  rule. 

"2.  When  a  contractor  holds  himself  not  bound  to  a  performance 
which  is  sought  to  be  required  of  him,  he  will  immediately  state 
his  objections  in  writing  to  the  agent  in  charge,  who  will  forward 
it  at  once  to  the  department,  with  his  report  thereon,  that  the 
question  may  be  decided  by  the  proper  authority. 

"3.  Claims  for  compensation  on  account  of  materials  or  services 
will  not  be  considered  unless  they  are  founded  on  some  agreement, 
and  when  the  agreement  is  claimed  to  have  been  entered  into  by 
an  agent  for  or  on  behalf  of  the  United  States  it  must  be  shown 
that  he  had  authority  to  make  such  agreement. 

"4.  Verbal  agreements  between  the  parties  to  a  written  contract 
made  before  or  at  the  time  of  execution  of  the  contract  are  in  gen- 
eral inadmissible  to  vary  its  terms  or  affect  its  construction,  the 
rule  being  that  all  such  verbal  agreements  are  to  be  considered  as 
merged  in  the  written  instrument.  Written  contracts  must,  there- 
fore, be  held  to  express  the  intention  of  the  parties  at  the  time  of 
contracting,  and  their  plain  and  reasonable  construction  can  not  be 
diminished  or  enlarged  by  verbal  testimony  in  explanation  of  such 
intention.  Neither  can  an  implied  promise  exist  with  reference 
to  any  subject  matter  that  is  embraced  in  an  express  agreement. 

"John  Sherman,  Secretary." 

503.  MODIFICATIONS  FORBIDDEN  WITHOUT 
AUTHORITY. 

The  superintendent  must  neither  order  nor  assent  to  any  modi- 
fication in  contract  requirements  without  specific  authority  from 
the  department.  Every  contract  is  entered  into  by  the  United 
States  of  America,  through  officials  clothed  with  the  necessary 
authority  either  by  law  or  regulation.  None  but  the  latter  may 
authorize  a  deviation  from  a  .contract,  and  such  authorization  must 
be  in  writing.  A  superintendent  of  construction  is  not  one  of 
these  officials,  and,  therefore,  he  may  not  order  any  extras  to  the 
contract  nor  enter  into  any  agreement  for  the  supply  of  any  mate- 
rial or  labor  not  called  for  in  the  contract,  nor  approve  or  authorize 
any  deviations  from  the  contract  requirements  without  having 
first  obtained  written  authority  from  the  department,  except  in 
the  case  of  minor  changes  for  structural  reasons  when  no  change 
in  contract  price  is  involved  (712),  and  the  authority  to  act  in  such 
cases  must  be  exercised  with  great  care. 


49 

504.  CHANGES  REQUESTED  BY  CITIZENS. 

Citizens  of  communities  in  which  public  buildings  are  being 
erected,  as  well  as  officials  who  expect  to  be  housed  in  the  structure , 
frequently  desire  certain  privileges  or  important  changes  in  con- 
nection with  the  building,  such  as  facing  the  building  on  another 
street,  providing  additional  entrances,  changing  the  facing  ma- 
terial, elaborating  the  treatment  in  the  public  lobby,  or  permit- 
ting the  use  of  the  site  as  a  public  thoroughfare,  etc.  When  such 
requests  are  brought  to  the  attention  of  the  superintendent  by  re- 
sponsible officials  or  civic  bodies,  it  is  proper  for  him  to  transmit 
them  to  the  department,  but  it  is  not  proper  for  him  to  commit  the 
department  in  any  way.  He  should  present  both  sides  of  the 
matter  without  bias. 

Changes  should  be  discouraged,  generally,  but  if  they  are  un- 
doubted improvements  they  should  be  brought  to  the  attention  of 
the  office  well  in  advance  of  reaching  the  work  which  they  w  ill 
directly  affect. 

505.  PROPOSALS  FOR  MODIFICATIONS. 

When  conditions  arise  which  absolutely  necessitate  a  change  in 
a  building  (but  do  not  require  that  the  matter  should  be  handled 
by  telegraph),  the  superintendent  should  obtain  from  the  con- 
tractor a  proposal,  in  duplicate,  for  the  work  involved  and  forward 
it  to  the  office  with  definite  recommendation  without  previous 
request  for  authority  to  solicit  such  a  bid.  If  the  superintendent 
is  of  the  opinion  that  proposals  obtained  are  unreasonable,  he 
should  prepare  a  careful  estimate  of  the  real  value  of  the  work  and 
forward  same  to  the  office,  which  may,  if  it  concurs  with  the  super- 
intendent, exercise  its  right  to  fix  a  price  and  order  the  work 
executed.  When  such  action  is  taken,  the  superintendent  should 
give  particular  attention  to  the  installation  of  this  part  of  the  work, 
and  on  its  completion  forward  a  detailed  report  of  labor  and  material 
employed,  which  will  indicate  whether  in  fixing  the  price  the 
department  imposed  any  hardship  on  the  contractor.  The  super- 
intendent's report  should  include  a  statement  of  the  amount  he 
believes  should  have  been  allowed.  The  office  will  then  readjust 
the  matter,  if  such  action  appears  equitable. 

506.  EXIGENCY  ACTION  ON  CHANGES. 

In  case  of  an  emergency  requiring  immediate  action  competitive 
bids  should  be  obtained  by  the  superintendent,  and  the  amount 

58509—16—4 


of  the  lowest  bid  and  name  of  the  bidder  wired  to  the  office,  with  a 
brief  description  of  the  nature  of  the  emergency,  and  a  statement 
that  the  bids  are  being  forwarded.  If  the  work  in  question  modi- 
fies or  is  intimately  related  to  work  already  under  contract,  it  will 
be  impracticable  to  obtain  competitive  bids.  In  such  an  event, 
the  superintendent  should  wire  the  amount  of  the  bid  obtained 
from  the  contractor  already  on  the  work,  together  with  his  own 
estimate  and  recommendation,  confirming  these  by  letter.  If  the 
work  is  of  such  a  character  that  no  bid  can  be  obtained,  a  state- 
ment to  that  effect  should  be  wired  the  office  with  a  request  for 
authority  to  expend  under  exigency  the  amount  which  the  super- 
intendent estimates  will  be  necessary. 

507.  ITEMIZED  ESTIMATE. 

When  a  proposal,  whether  with  or  without  change  in  price,  is 
forwarded  by  the  superintendent  it  must  be  accompanied  by  his 
itemized  estimate,  giving  quantities  and  costs  of  the  material  and 
labor  involved,  and  stating  whether  conditions  exist  which  would 
materially  affect  the  cost,  such  as  the  necessity  for  obtaining 
material  from  a  distant  source,  unusually  high  freight  rates,  etc. 
In  case  any  of  the  material  affected  by  the  change  has  been  de- 
livered at  the  building,  or  placed  in  position,  or  even  if  the  con- 
tractors claim  that  it  has  been  manufactured,  the  fact  should  be 
stated,  and  also  whether  such  material  can  be  used  in  connection 
with  the  contemplated  change.  Careful  attention  to  these  instruc- 
tions will  make  for  prompt  action  upon  the  contemplated  changes. 

508.  PROPOSALS  IN  DUPLICATE. 

All  proposals  obtained  by  a  field  officer  must  be  forwarded  to 
the  office  in  duplicate,  accompanied  by  a  copy  of  his  letter  to  the 
contractor  requesting  the  proposal  and  by  originals  or  copies  of 
any  itemizations  or  subcontractors'  bids  which  the  general  con- 
tractor may  furnish  the  field  officer. 

509.  SIGNATURES  ON  PROPOSALS. 

Bids  forwarded  to  the  office  by  a  field  officer  must  be  signed  in 
autograph  by  the  bidders.  Typewritten,  printed,  or  stamped 
signatures  of  individuals,  firms,  or  corporations  will  not  be  accepted 
unless  authenticated  in  autograph  on  the  proposal  by  the  con- 
tracting party,  or  by  an  authorized  member  of  the  firm,  or  officer 
of  the  corporation,  submitting  the  bid . 


51 

510.  ADDRESSING  OF  PROPOSALS. 

It  is  preferable  that  the  proposal  sheet  be  addressed  to  the  Super- 
vising Architect  even  when  it  is  required  to  be  forwarded  through 
a  local  official. 

511.  WHAT   CONSTITUTES  "PUBLIC  ADVERTISING." 

In  accordance  with  section  3709  of  the  Revised  Statutes,  com- 
petitive proposals  for  all.  supplies  of  material  and  labor  must  be 
invited  by  public  advertising  unless  a  public  exigency  requires 
the  immediate  delivery  of  the  article  or  performance  of  the  service. 
The  requesting  of  bids  by  means  of  only  circular  letters  does  net 
meet  the  statutory  requirement  regarding  public  advertisement, 
but  the  posting  of  an  appropriate  notice  in  a  public  place,  supple- 
mented by  circular  letter  to  persons  qualified  to  bid,  is  sufficient. 

The  law  (sec.  3828,  Revised  Statutes)  permits  newspaper  adver- 
tising only  after  authorization  by  the  Secretary,  and  no  expendi- 
ture on  this  account  can  be  approved  except  where  such  written 
authority  has  been  given  in  advance. 

512.  SUPPLIES   OR    SERVICES    AT   HEADQUARTERS. 

For  any  item  of  service  or  supplies  required  in  connection  with 
his  headquarters,  the  field  officer  should  submit  an  estimate  of 
cost,  and  request  authority  to  obtain  proposals,  unless  the  necessity 
for  such  service  or  supplies  is  so  evident  and  usual  as  to  warrant 
the  assumption  of  favorable  action  by  the  officer.  In  that  case 
he  may  forward  the  proposals  (in  duplicate)  with  his  explanation 
and  without  a  preliminary  request  for  authority. 

If  an  actual  exigency  exists  which  forbids  either  of  the  above 
methods,  the  supply  or  service  may  be  obtained  in  the  open 
market,  and  voucher  and  explanation  promptly  forwarded;  but 
such  expenditures  will  be  carefully  scrutinized  and  are  subject  to 
disallowance  if  not  required  by  actual  exigency. 

The  following  excerpt  from  a  recent  departmental  circular 
calling  attention  to  the  requirements  of  section  3709,  Revised 
Statutes,  in  relation  to  "Expenditures  under  exigency"  is  to  be 
carefully  noted: 

"As  related  to  all  expenditures  incurred  under  exigency,  no 
matter  of  what  character,  it  must  be  clearly  established  that  the 
expenditure  was  immediately  necessary  and  could  not  have  been 
foreseen  by  ordinary  care;  that  injury  to  the  public  interests  or 
damage  to  public  property  would  have  resulted  from  delay  incident 


52 

to  procuriug  authority  for  incurring  the  expenditure  or  advertising 
for  proposals.  The  nature  of  the  emergency  must  be  stated  fully 
on  the  face  of  the  voucher  and  such  statement  signed  by  the 
officer  incurring  the  liability,  in  addition  to  the  statements  sub- 
mitted in  letters  transmitting  such  vouchers." 

513.  OPENING  COMPETITIVE  PROPOSALS. 

When  authority  is  given  for  inviting  proposals  by  public  adver- 
tising (511),  the  field  officer  must  open  all  proposals  obtained  at 
the  hour  named  in  the  invitation  therefor  in  the  presence  of  at 
least  one  other  officer  of  the  Government,  if  practicable,  and  such 
of  the  public  as  may  desire  to  attend.  ( Sec.  3710,  Revised  Statutes.) 
No  proposals  should  be  opened  before  the  hour  fixed  therefor  nor 
should  any  bid  be  received  after  the  reading  of  the  bids  has  begun. 
The  superintendent  must  place  his  initials  on  each  bid  and 
request  any  Government  officers  present  to  do  the  same.  After 
this,  a  schedule  or  synopsis  of  the  bid  or  bids  received  must  be 
prepared  and  signed  by  the  field  officer  and  by  the  other  officer 
or  officers  present  at  the  opening.  The  bid  or  bids,  accompanied 
by  the  original  copy  of  the  signed  schedule  must  then  be  forwarded 
to  the  department  by  the  field  officer  with  his  recommendation 
and  such  information  as  he  may  deem  of  value  in  regard  to  the 
standing,  competency,  and  respdnsibility  of  the  various  bidders. 
Copies  of  all  papers  must  be  retained  for  the  field  officer's  files. 

514.  BID  ACCEPTED  BY  SUPERINTENDENT. 

If  the  requirements  of  the  preceding  paragraph  are  so  modified 
as  to  authorize  the  field  officer  to  accept  immediately  the  lowest, 
or  best,  bid,  he  must  promptly  transmit  to  the  Supervising  Archi- 
tect, for  approval  of  his  action,  all  proposals  received,  together  with 
a  copy  of  his  letter  of  acceptance.  This  does  not  modify  the 
previous  instruction  regarding  the  manner  of  soliciting,  opening 
and  scheduling  the  bids. 

515.  CERTIFIED  CHECK  WITH  PROPOSAL. 

Bidders  are  required  to  submit  certified  checks  with  all  proposals 
amounting  to  $500,  or  over,  and  such  proposals  not  accompanied 
by  certified  checks  wiir  not  be  considered.  Unless  otherwise 
stated,  certified  checks  must  be  for  10  per  cent  of  the  amount  of 
the  bid,  if  the  latter  is  for  $500  or  over  but  notJn  excess  of  $2,000. 
If  the  bid  is  for  more  than  $2,000,  the  certified  check  must  be  for 
2  per  cent  of  the  amount  of  the  proposal.     Certified  checks  must 


53 

be  drawn  to  the  order  of  the  Treasurer  of  the  United  States  and  be 
forwarded  with  the  bids,  unless  otherwise  directed.  While  all 
checks  are  held  at  the  risk  of  bidders,  the  right  is  reserved  by  the 
department  to  deposit  immediately  all  certified  checks  for  col- 
lection. The  proceeds  of  such  checks  are  subject  to  forfeiture  in 
case  of  default.  That  matter,  as  well  as  the  return  of  the  checks 
to  the  bidders,  will  be  attended  to  by  the  office. 

The  proceeds  of  the  check  of  the  successful  bidder  will  be  held  to 
guarantee  the  satisfactory  performance  of  the  contract. 

516.  FORMAL  CONTRACT. 

Upon  acceptance  of  a  bid,  the  department  will  determine  whether 
a  formal  contract  with  a  bond  or  an  additional  guarantee  deposit 
will  be  required.  If  a  formal  contract  with  bond  is  entered  into 
the  certified  check  submitted  with  the  bid,  or  the  proceeds  thereof, 
will  be  returned  after  the  approval  of  the  bond.  Otherwise  the 
check  or  its  proceeds  will  be  retained  until  satisfactory  completion 
of  the  work.  The  right  is  reserved  by  the  department  to  require 
the  submission  of  a  bond  in  connection  with  informal  contracts. 
Generally  no  bond  is  required  if  the  accepted  proposal  is  for  less 
than  $2,000. 

517.  PERIODICAL  PAYMENTS. 

Monthly  or  periodical  payments  during  the  progress  of  the  work 
must  be  made  in  strict  accordance  with  contract  requirements. 

518.  MONTHLY  ESTIMATES. 

A  copy  of  each  monthly  estimate,  as  indicated  on  the  monthly 
report,  shall  be  posted  in  the  office  of  the  superintendent  in  a 
conspicuous  place  where  it  shall  be  accessible  to  all  parties  inter- 
ested in  the  contract,  whether  as  contractors,  subcontractors, 
material  men,  or  their  attorneys.     (401.) 

It  is  desirable  to  transmit  to  the  contractor  a  copy  of  the  monthly 
estimate,  showing  the  amounts  allowed  on  account  of  the  different 
branches  of  the  work,  and  to  notify  the  contractor,  at  the  same  time, 
of  the  number  of  days,  or  the  percentage,  the  work  is  below  normal. 

519.  PAYMENT  SCHEDULE. 

As  early  as  possible  after  assignment  to  a  building,  the  superin- 
tendent, in  conference  with  the  contractor,  must  arrange  a  schedule 
of  amounts  covering  each  branch  of  the  work  contracted  for.    The 


54 

total  of  the  amounts  in  the  schedule  must  agree  with  the  contract 
price.  This  general  schedule,  when  completed,  must  be  signed 
by  both  the  contractor  and  the  superintendent;  one  copy  to  be 
delivered  to  the  contractor,  one  retained  by  the  superintendent, 
and  a  third  copy  forwarded  to  the  office  for  file.  The  monthly  pro- 
portional payments  will  be  based  on  this  schedule,  and  unit  rates 
in  each  branch  should  be  fixed  to  whatever  extent  is  practicable. 
When  conditions  make  it  necessary,  the  schedule  must  be  revised, 
with  the  consent  of  the  contractor,  and  a  copy  forwarded  the 
Supervising  Architect. 

520.  FINAL  PAYMENT. 

The  final  payment  of  the  accumulated  retained  percentage  is 
made  only  upon  direct  orders  from  the  department.     (305.) 

When  a  contract  calls  for  payment  only  on  the  completion  of  the 
work,  no  partial  payment  is  to  be  made  except  upon  special  au- 
thority from  the  department. 

521.  MATERIALS  NOT  TO  BE  USED  IN  PART  PAYMENT. 

No  article  or  materials  belonging  to  the  Government  may  be  given 
or  allowed  in  part  payment  for  any  supplies  or  work.  (Sec.  3618, 
Rev.  Stat,  of  the  U.  S.) 


ANNUAL  APPROPRIATIONS. 

The  following  annual  appropriations  are  under  the  control  of  the 
Supervising  Architect: 

522.  GENERAL  EXPENSES. 

"General  expenses"  which  carries  allowances  for  the  salaries  of 
the  field  force,  their  office  rent,  traveling  expenses,  and  certain 
minor  expenditures.     (312.) 

523.  FURNITURE  AND  REPAIRS  OF  SAME. 

"  Furniture  and  repairs  of  same"  is  available,  among  other  things, 
for  the  purchase  and  installation  of  lighting  fixtures  in  completed 
buildings  and  for  repairs  of  same.  It  is  not  available  for  the 
purchase  or  installation  of  the  outlet  box  to  which  the  fixture  is 
connected,  or  for  any  work  back  of  the  box.  Therefore,  if  specifica- 
tions call  for  both  conduit  work  and  lighting  fixtures,  the  cost  of 


the  lighting  fixtures,  either  f.  o.  b.  factory,  delivered,  or  installed, 
must  be  segregated  in  all  proposals.  This  appropriation  is  also 
available  for  the  purchase  of  furniture,  carpets,  etc.,  and  their 
repair  as  soon  as  the  custodian  assumes  actual  or  constructive  pos- 
session of  such  furniture,  etc.  It  is  available  for  repairing  all  old 
furniture  owned  by  the  United  States,  if  that  furniture  is  to  be  trans- 
ferred to  a  building  under  the  control  of  the  department.  It  is  also 
available,  in  the  absence  of  a  special  appropriation  (532),  for  moving 
expenses  incident  to  transferring  to  a  building  under  the  control  of 
the  department  all  furniture  in  the  custody  of  any  department  of 
the  Government,  regardless  of  whether  the  furniture  was  originally 
purchased  by  the  Treasury  Department;  provided  that  when  trans- 
ferred it  is  owned  by  the  United  States.  It  is  not  available  for 
transferring  to  a  building  under  the  control  of  the  department  any 
official  books,  papers,  or  records  belonging  to  this  or  any  othy 
department. 

The  appropriation  for  furniture  is  not  available  in  connection 
with  marine  hospitals,  quarantine  stations,  mints,  branch  mints, 
and  assay  offices. 

524.  MECHANICAL  EQUIPMENT. 

This  appropriation  is  available  for  repairs  to  and  renewals  of  the 
mechanical  equipment  in  all  completed  and  occupied  buildings, 
and  for  the  original  installation  of  any  absolutely  necessary  mechan- 
ical or  electrical  equipment  not  provided  for  from  the  original 
special  construction  appropriation  in  any  given  case;  but  it  is 
not  to  be  used  with  the  primary  object  of  augmenting  a  special 
appropriation. 

In  both  new  and  old  buildings  the  office  provides  the  conduit 
and  wiring  system  and  extensions  thereof  for  all  necessary  purposes, 
including  extensions  for  cancelling  machines  and  other  special 
appliances  provided  by  the  various  departments.  The  cost  of 
connecting  the  machine  or  appliance  to  the  wiring  system  of  the 
building  is  paid  for  by  the  department  providing  the  appliance. 
This  should  be  borne  in  mind  when  taking  bids  for  such  work  and 
only  the  appropriate  items  sent  to  this  office.     (854  and  857b.) 

This  appropriation  is  also  available,  in  the  absence  of  any  special 
appropriation  that  is  applicable,  for  all  the  work  incidental  to 
making  service  connections,  above  or  below  the  surface,  inside  or 
outside  the  property  lines,  including  excavation,  restoring  surface 
of  roadways,  etc.,  and  for  the  installation  and  repair  of  the  mechan- 


56 

ical  equipment  in  buildings  standing  on  sites  to  be  later  improved 
by  Federal  buildings,  provided  the  ownership  of  these  structures 
has  not  been  reserved  by  the  vendors  of  the  sites:  and  provided, 
also,  the  department  has  not  leased  them  subject  to  the  tenant 
making  all  repairs,  etc. 

525.  REPAIRS  AND  PRESERVATION: 

This  appropriation  covers  all  repairs  to  the  structural  part  of  the 
building,  and  repairs  to  the  approaches,  including  down  spouts, 
interior  and  exterior,  to  the  point  where  they  connect  with  the 
general  drainage  system  of  the  building;  wire  baskets  for  down 
spouts;  supply  and  installation  of  exterior  lamp  brackets  and  stand 
ards  (exclusive  of  conduit  and  wiring  to  and  in  same,  which  is 
chargeable  to  "Mechanical  equipment");  repairing  sidewalks 
dfed  curbings;  the  planting  of  trees  and  shrubbery  inside  of  lot 
lines,  etc.  It  is  not  customary  to  plant  flowers.  No  authoriza- 
tions are  made  from  this  appropriation  for  lamp  standards,  or 
any  other  work,  outside  of  the  Federal  property  lines,  except  that 
which  is  incidental  to  the  repair  and  maintenance  of  sidewalks 
and  curbs,  but  not  gutters  or  street  paving. 

The  appropriation  is  also  available  for  fencing  of  vacant  sites 
under  the  control  of  the  Treasury  Department,  for  filling  in 
dangerous  holes,  and  for  cutting  grass  and  weeds,  but  not  for  per- 
manently improving  these  sites.  Care  should  be  taken  to  dis- 
tinguish between  these  vacant  and  unimproved  sites  and  the 
grounds  surrounding  completed  buildings. 

See  "Mechanical  equipment"  (524)  relative  to  repairing  build- 
ings standing  on  acquired  sites,  and  the  use  of  an  annual  appro- 
priation to  augment  a  special  appropriation.  This  information 
applies  equally  to  the  appropriation  for  "Repairs  and  preserva- 
tion." 

526.  OPERATING  FORCE. 

"Operating  force,"  from  which  payment  is  made  for  all  personal 
(pay  roll)  services  in  connection  with  the  care  and  maintenance 
of  completed  and  occupied  public  buildings,  their  grounds  and 
equipment.  Supervising  chief  engineers  and  their  assistants  are 
paid  from  this  appropriation.  This  appropriation  is  not  available 
for  marine  hospitals,  quarantine  stations,  mints,  branch  mints, 
and  assay  offices.     (531.) 


57 

527.  OPERATING  SUPPLIES. 

This  appropriation  is  available  for  the  purchase  of  fuel,  steam, 
light,  water,  ice,  lighting  supplies,  electric  current  for  lighting 
and  power  purposes,  removal  of  ashes,  rubbish,  and  snow  and  ice; 
cutting  grass  and  weeds  in  grounds  of  completed  and  occupied 
buildings;  washing  towels;  telephone  service  for  custodian  force; 
and  miscellaneous  items  for  the  use  of  the  custodian  force  in  the 
care  and  maintenance  of  completed  and  occupied  public  buildings 
and  the  grounds  thereof,  under  the  control  of  the  Treasury  Depart- 
ment, and  in  the  care  and  maintenance  of  the  equipment  and 
furnishings  in  such  buildings,  exclusive  of  marine  hospitals, 
quarantine  stations,  mints,  branch  mints,  and  assay  offices;  and 
for  all  miscellaneous  supplies,  tools,  and  appliances  required  in 
the  operation  of  the  mechanical  equipment,  subject  to  the  follow- 
ing: 

528.  OPERATING  TOOLS  AND  APPLIANCES. 

Operating  tools  and  appliances  furnished  as  part  of  a  general 
installation,  such  as  boilers,  engines,  elevators,  etc.,  or  as  a  usual 
part  of  any  appliance  or  fixture  not  chargeable  to  "Operating 
supplies,' '  are  paid  for  from  whatever  appropriation  is  chargeable 
with  the  balance  of  the  expenditure.  Any  renewal  of  these  tools, 
or  any  tools  purchased  separately,  will  be  paid  for  from  "Operating 
supplies." 

529.  REPAIR  TOOLS. 

Tools  required  by  the  building  force  in  making  repairs  to  the 
building,  or  to  its  equipment,  are  also  chargeable  to  "Operating 
supplies;' '  the  material  used  in  making  said  repairs  (and  which 
becomes  a  component  part  of  the  thing  repaired)  being  chargeable 
to  "Repairs  and  preservation"  or  "Mechanical  equipment,"  or 
whatever  appropriation  is  naturally  involved. 

530.  TOOLS  FOR  MARINE  HOSPITALS,  ETC. 

The  appropriation  "Operating  supplies"  is  not  available  for 
marine  hospitals,  quarantine  stations,  mints,  branch  mints,  and 
assay  offices.  Therefore,  tools  required  by  the  station  or  building 
force  for  repair  of  the  structure  or  equipment  are  not  a  charge 
against  any  appropriation  under  the  control  of  this  office  and  the 
same  is  true  of  tools  and  appliances  required  strictly  in  connection 
with  operation  of  the  equipment  unless  they  are  supplied   as  a 


58 

usual  feature  of  some  appliance  or  equipment  properly  chargeable 
to  an  appropriation  under  the  control  of  this  office,  in  which  case 
they  fall  under  the  general  rule  stated  in  paragraph  527. 

531.  PERSONAL  SERVICES  CHARGEABLE  TO 
"OPERATING  SUPPLIES." 

Care  must  be  taken  to  distinguish  between  pay  roll  services  of 
employees  engaged  in  the  removal  of  snow,  ice,  rubbish,  etc., 
which  are  payable  from  "Operating  force,"  and  contract  services 
for  the  same  work,  which  are  payable  from  "Operating  supplies." 
(526). 

Personal  services  chargeable  to  "Operating  supplies"  can  be 
employed  under  exigency  in  case  of  actual  emergency,  but  only 
when  the  custodian's  force  is  inadequate  or  not  sufficiently  skilled, 
and  there  is  not  sufficient  time  to  take  bids.  The  official  ordering 
exigency  work  must  be  prepared  to  justify  the  action  fully.    (512.) 

532.  SPECIAL  APPROPRIATIONS  FOR  MOVING. 

If  Congress  provides  a  special  appropriation  for  moving  ex- 
penses incidental  to  the  reconstruction,  extension,  rebuilding, 
etc.,  of  an  existing  Federal  building,  that  special  appropriation  is 
available  for  moving  all  public  property  (furniture,  books,  records, 
safes,  etc.),  from  the  building  before  it  is  remodeled  and  to  it  after 
the  reconstruction  is  completed.  It  is  available  for  moving  into 
the  remodeled  building  public  property  not  taken  from  the  build- 
ing, provided  it  belongs  to  branches  of  the  service  which  will  be 
given  space  in  the  building  as  a  result  of  its  extension,  reconstruc- 
tion, etc. 

Superintendents  charged  with  the  oversight  of  moving  operations 
should  inform  themselves  fully  in  relation  to  the  appropriation 
charged  with  payment  of  the  expense  thereof.     (523.) 


59 


60 


SECTION  VI. 
CONSTRUCTION  PRACTICE. 


601.  FILES  FOR  READY  REFERENCE. 

Office  records,  drawings,  and  other  files  in  the  care  of  field  officers 
must  be  so  maintained  as  to  be  convenient  for  ready  reference. 
Superintendents  of  construction  are  expected  to  facilitate  the  work 
of  supervising  superintendents  and  inspectors  by  having  all  rec- 
ords ready  for  examination  at  any  time.  If  not  filed  by  subject, 
the  contents  should  be  carefully  indexed.  In  addition  to  keeping 
the  records  of  different  contracts  separate,  as  hereinafter  indicated, 
it  is  desired  that  the  records  (superintendent's  correspondence, 
record  of  tests,  etc.)  pertaining  to  the  mechanical  equipment  be 
kept  separate  from  the  other  records  on  a  contract,  so  that  inspectors 
of  mechanical  equipment  may  find  what  they  need  without  going 
through  the  entire  file.    (820.) 

Superintendents  are  required  to  enter  modifications  as  soon  as 
authorized  upon  a  set  of  plans  and  specifications.  On  the  comple- 
tion of  the  building  and  the  transfer  of  the  superintendent,  this 
corrected  set  is  to  be  turned  over  to  the  custodian,  with  instruc- 
tions to  keep  the  same  in  a  special  files  cabinet  (which  will  be  sup- 
plied to  him)  for  the  information  of  visiting  inspectors.  The 
receipt  of  the  custodian  is  to  be  forwarded  by  the  superintendent 
to  this  office  for  file. 

602.  CONSTRUCTION  RECORD. 

The  construction  record  kept  by  the  superintendent  must 
include  the  following: 

1.  Record  of  contract  and  modifications. 

2.  Record  of  independent  contracts. 

3.  Record  of  proposals  for  changes. 

4.  Daily  job  record  or  diary. 

5.  Commencement  and  completion  of  each  branch  of  the  work. 

6.  Record  of  delays. 

7.  Record  of  samples  submitted  and  approved. 

8.  Record  of  drawings  and  details  received. 

9.  Record  of  shop  drawings  approved. 

10.  Record  of  test  made. 

(61) 


62 

603.  RECORD  OP  CONTRACT  AND  MODIFICATIONS. 

1.  The  "  Record  of  contract  and  modifications"  must  contain — 

A  complete  statement  of  each  contract. 
All  changes  involving  additions  and  deductions. 
All  changes  made  without  change  in  contract  price. 
The  net  contract  price  to  date. 

604.  RECORD  OF  INDEPENDENT  CONTRACTS. 

2.  The  "  Record  of  independent  contracts' '  must  contain  for  each 
contract  the  information  indicated  in  the  foregoing  section. 

605.  RECORD  OF  PROPOSALS  FOR  CHANGES. 

3.  The  "Record  of  proposals  for  changes"  must  show  all  pro- 
posals for  changes  requested  from  the  contractor  or  submitted  to 
the  office  and  not  acted  on. 

606.  DAILY  JOB  RECORD. 

4.  The  "Daily  job  record"  or  "Diary"  must  show — 

(a)  The  progress  of  the  work,  with  such  data  as  will  form  a  brief 
history  of  the  construction  of  the  building  and  the  conditions 
affecting  its  progress. 

(6)  The  daily  temperature  and  rainfall. 

607.  RECORD  OF  EACH  BRANCH. 

5.  The   "Record  of  commencement  and  completion  of  each 
.branch  of  the  work"  must  show  the  dates — 

(a)  When  each  branch  should  be  ready  for  commencement. 

(b)  When  it  was  actually  commenced. 

(c)  When  each  branch  should  be  completed. 

(d)  When  it  was  actually  completed. 

(e)  Also  the  causes  of  any  delay  in  commencement  or  completion. 

608.  RECORD  OF  DELAYS. 

6.  The  "Record  of  delays"  must  show  all  delays,  including  the 
date,  cause,  and  portion  of  the  work  affected — 

(a)  Chargeable  to  the  contractor. 
(6)  Chargeable  to  the  Government, 
(c)  Beyond  control  of  contractor  or  Government. 
Under  the  above  headings  the  following  items,  and  any  others 
the  superintendent  desires  to  include,  should  be  covered: 


63 

(a)  Delays  chargeable  to  the  contractor — 

(1)  In  commencing  work. 

(2)  In  delivering  materials  upon  the  site. 

(3)  Caused  by  failure  to  employ  sufficient  force. 

(4)  Caused  by  failure  to  submit  samples  and  shop  draw- 

ings foi  approval,  so  far  as  known  to  superintendent. 
(6)  Delays  chargeable  to  the  Government — 

(1)  Caused  by  suspension  of  the  work  by  the  superintend- 

ent or  the  department. 

(2)  Caused  by  failure  of  the  office  to  furnish  drawings,  mod- 

els, or  other  information,  or  to  approve  samples  and 
shop  drawings  within  a  reasonable  time,  so  far  as 
known  to  the  superintendent. 

(3)  Caused  by  discrepancy  in  drawings  and  specifications. 

(4)  Caused  by  delay  in  acting  on  proposals,  whether  ac-  - 

cepted  or  rejected, 
(c)  Delays  beyond  control  of  the  contractor  or  Government — 

(1)  Caused  by  unseasonable  weather. 

(2)  Due  to  strikes;  the  character  of  which  should  be  ex- 

plained. 

(3)  Due  to  unforeseen  conditions,  such  as  unexpected  diffi- 

culties in  foundations. 

This  record  must  also  show  the  dates  on  which  the  building  is 
(a)  sufficiently  completed  to  be  occupied,  (b)  actually  occupied, 
and  (c)  finally  completed. 

A  delay  in  one  branch  ordinarily  affects  the  progress  of  the 
whole  construction  by  a  certain  percentage,  which  should  be  esti- 
mated as  accurately  as  possible.  The  entry  in  the  record  should 
be  under  two  heads:  (a)  Number  of  days  delay  in  the  particular 
branch  affected;  (b)  resulting  delay  to  the  building  as  a  whole. 

The  superintendent  need  not  hesitate  to  attribute  any  particular 
delay  to  the  office  or  the  department,  if  such  is  the  fact.  He  must 
maintain  all  records  with  the  strictest  accuracy,  but  they  are  for 
the  use  and  information  of  the  department  only,  and  their  exist- 
ence does  not  relieve  the  contractor  of  the  responsibility  of  main- 
taining his  own  records  and  of  submitting  his  own  statement  of 
delays  and  claim  for  extension  at  the  time  of  final  settlement;  and 
the  contractor  should  be  so  advised  at  the  commencement  of  the 
work. 

Superintendents  should  call  special  attention  of  the  contractor 
to  the  paragraph  "Delays"  of  the  "General  conditions"  of  the 
specification,  in  which  it  is  provided  that  the  contractor  is  en- 


64 

titled  to  one  day  in  addition  to  the  stipulated  time  for  completion 
for  each  day's  delay  caused  by  the  Government,  provided  that  a 
written  claim  therefor  is  made  within  10  days  of  the  occurrence  of 
such  delay,  i.  e.,  within  10  days  from  the  beginning  of  the  delay. 
Such  claims  should  be  presented  through  the  superintendent,  who 
should  forward  them  to  the  office  with  his  report  as  to  the  facts  in 
the  case,  and  his  recommendation.  If  the  claim  is  allowed,  due 
note  is  to  be  made  in  the  record  of  delays.  Unless  the  claim  is 
presented  by  the  contractor  within  the  time  stipulated  he  waives 
his  contract  right  in  this  regard  and  the  matter  can  not  be  con- 
sidered until  time  of  final  settlement,  when  it  will  be  taken  up 
with  other  questions  affecting  settlement. 

609.  RECORD  OF  SAMPLES. 

7.  The  "Record  of  samples  submitted  and  approved"  must 
show — 

A  list  of  samples  to  be  submitted,  this  list  to  be  made  up  at  the 
commencement  of  the  work,  and  to  indicate  the  date  when  each 
sample  should  be  submitted. 

The  date  each  sample  is  actually  submitted. 

The  date  of  approval  or  rejection. 

The  dates  of  forwarding  and  approval  (or  rejection)  of  the  identi- 
fication samples. 

610.  RECORD  OF  DRAWINGS  AND  DETAILS 
RECEIVED. 

8.  The  " Record  of  drawings  and  details  received"  must  in- 
clude— 

Contract  drawings. 

Full  size  details. 

Drawings  and  sketches  prepared  by  the  superintendent. 

The  class  of  work  covered  by  each  drawing  and  date  of  receipt 
of  same. 

Full  size  drawings,  whether  kept  in  rolls  or  folded,  must  have 
the  number  conspicuously  marked  on  the  outside.  Drawings  or 
sketches  prepared  by  the  superintendent  (whether  for  transmittal 
to  the  office  or  to  the  contractor)  must  be  numbered  consecutively 
with  the  prefix  S,  have  the  title  of  the  building  thereon,  and  be 
initialed  or  signed  by  the  superintendent.  (This  does  not  apply 
to  repair  work,  Section  VII.) 


65 

611.  RECORD  OF  SHOP  DRAWINGS  APPROVED. 

9.  A  separate  record  must  be  kept  showing  the  dates  of  approval 
and  receipt  of  shop  drawings. 

612.  RECORD  OF  TESTS  MADE. 

10.  The  " Record  of  tests  made"  must  show  all  tests  required 
during  the  progress  of  the  work,  including  the  date  of  test,  the 
work  tested,  the  test  applied,  and  the  result. 

613.  FOUNDATIONS. 

Upon  the  completion  of  the  excavation,  except  trenches  for 
footings,  a  report  must  be  forwarded  to  the  Supervising  Architect 
covering  the  following  points: 

The  condition  of  masonry  buildings  in  the  vicinity,  noting 
whether  any  cracks  or  other  evidences  of  faulty  foundations  or 
disturbances  are  apparent. 

A  description  of  the  material  through  which  the  excavation  was 
made,  to  elevation  of  bottom  of  footings,  stating  its  nature  for  each 
foot  of  depth  at  the  corners  of  building,  and  also  at  intermediate 
points  if  the  character  varies  greatly  between  the  corners.  The 
conditions  at  bottoms  of  footings  may  be  ascertained  by  sinking 
small  pits  before  the  trenches  are  excavated. 

A  detailed  description  of  the  soil  on  which  the  footings  are  to 
be  placed  with  a  statement  whether  the  soil  at  that  level  varies 
under  different  portions  of  the  building,  and  a  definite  recommen- 
dation regarding  the  maximum  safe  pressure  per  square  foot. 
Unless  the  soil  is  evidently  satisfactory,  samples  should  be  at  once 
forwarded  to  the  Supervising  Architect's  office.  Samples  of  earth 
should  always  be  forwarded  in  hermetically  sealed  cans  in  the 
natural  condition,  as  nearly  as  possible,  as  regards  moisture  and 
consistency.  Fruit  jars  should  not  be  used  for  this  purpose  except 
as  a  last  resort.  The  shipments  should  be  made  by  parcel  post  or 
express;  the  packages  to  be  marked:  " Supervising  Architect 
(Structural  Division),  Treasury  Department,  Washington.  D.  C." 

Any  pertinent  statements  not  required  by  the  above  that  may 
be  of  value  to  this  office  should  be  given.  Unless  it  is  evident 
that  the  soil  under  the  footings  will  safely  carry  the  load  to  be 
transmitted  to  it  and  is  otherwise  satisfactory,  authority  should  be 
obtained  to  make  test  borings  before  placing  the  footings. 

58509—16 5 


66 

The  average  depth  below  surface  of  ground  to  which  the  influ- 
ence of  frost  is  felt  should  be  stated,  if  frost  is  a  factor  in  foundation 
work  in  the  locality  in  which  a  building  is  to  be  erected. 

Inquiry  should  be  made  of  competent  persons  regarding  the 
approximate  elevation  of  ground  water  and  its  probable  variation 
with  the  seasons. 

The  information  required  by  the  preceding  must  be  sent  to  the 
office  before  any  work  on  the  footings  is  commenced,  in  order  that 
such  action  may  be  taken  as  the  Supervising  Architect  may  deem 
necessary.  Unless  assured  of  the  stability  of  the  soil,  the  superin- 
tendent must  not  permit  the  work  to  proceed  until  all  questions 
are  settled. 

614.  NECESSARY  SUBDRAINAGE  NOT  PROVIDED. 

If  the  contract  does  not  reqiure  a  subdrainage  system,  but,  either 
from  information  obtained,  or  from  conditions  at  the  time  the  ex- 
cavation is  in  progress  or  approaches  completion,  a  subdrainage 
system  appears  to  be  necessary  to  insure  a  dry  basement,  the  super- 
intendent must  immediate!  y  report  this  fact  to  the  office  and  supply 
all  the  information  required  for  the  preparation  of  drawings  or 
specifications,  or  both.  In  case  the  work  is  urgent,  a  proposal  in 
duplicate  should  be  obtained  from  the  contractor  and  submitted 
with  a  recommendation  in  lieu  of  a  report. 

615.  CONTRACTOR'S  SUPERINTENDENT. 

If  the  contractor  does  not  within  a  reasonable  time  comply  with 
the  requirement  of  the  specifications  regarding  the  placing  of  a 
competent  foreman  on  the  work,  the  superintendent  of  construc- 
tion must  so  advise  the  office.  All  instructions  given  by  the  latter 
in  regard  to  the  conduct  of  the  work  must  be  given  to  the  con- 
tractor or  his  authorized  representative,  not  directly  to  contrac- 
tor's workmen;  and  failure  to  follow  this  regulation  will  render  the 
field  officer  liable  to  discipline. 

616.  FENCE  AROUND  SITE. 

If  the  contract  does  not  provide  for  the  erection  of  a  fence  around 
the  building  site  and  the  superintendent  considers  one  necessary, 
he  should  obtain  competitive  proposals,  by  circular  letter  and 
public  posting  of  notice,  for  a  fence  of  suitable  construction  and 
height,  and  forward  the  bids  to  the  office  with  his  explanation  as 
to  the  necessity,  and  an  estimate  of  cost. 


67 

No  advertising  will  be  allowed  on  a  fence  constructed  around  the 
site  by  either  the  Government  or  the  contractor,  except  a  neatly- 
painted  sign,  or  separate  signs,  giving  the  name  of  each  contractor 
who  has  a  formal  contract  (over  $2,000)  for  any  portion  of  the  work. 

617.  CHECKING    DRAWINGS    AND    SPECIFICATIONS. 

The  superintendent  must  carefully  check  up  the  drawings  and 
specifications,  and  if  any  errors  are  found  report  them  to  the  office 
for  correction  before  the  work  has  been  affected  thereby.  This 
checking  should  be  done  during  the  progress  of  the  excavation. 
(601,  par.  2.) 

618.  REQUEST  INSTRUCTIONS  WHEN  IN  DOUBT. 

Whenever  the  superintendent  is  in  doubt  as  to  the  proper  mode 
of  executing  any  part  of  the  work,  he  should  present  the  matter  to 
the  office  and  await  instructions. 

619.  SUPERINTENDENT'S  INSPECTION  OF  WORK 

AND  MATERIALS. 

The  superintendent,  being  responsible  for  the  satisfactory  exe- 
cution of  the  work  on  the  building,  and  for  the  Government  property 
in  his  possession,  must  devote  proper  attention  thereto;  inspect  all 
work  as  it  progresses  and  all  materials  upon  delivery;  accept  or  re- 
ject materials  according  to  his  best  judgment  of  what  the  contract 
requires,  and  see  that  all  workmanship  and  materials  employed 
are  in  accordance  with  the  requirements  of  the  drawings,  specifi- 
cations, contracts,  and  approved  samples. 

Inspection  of  materials  should  follow  immediately  upon  delivery. 
Rejections  of  material  after  installation  should  not  be  necessary 
unless  the  work  was  done  during  the  superintendent's  absence, 
using  material  which  he  had  no  opportunity  to  pass  on  previously, 
or  which  suffered  some  damage  or  deterioration  during  or  after 
installation,  or  when  laboratory  tests  (623)  demonstrate  that 
installed  material  is  in  accordance  with  the  approved  samples 

Rejection  of  materials  or  workmanship  may  first  be  verbal  and  a 
record  made  in  the  daily  diary.  If  the  contractor  takes  no  action 
toward  replacement  within  a  reasonable  time,  the  matter  should  be 
followed  up  by  a  letter,  which  must  be  specific,  and  a  copy  sup- 
plied to  the  contractor's  representative  on  the  work.  If  this  is 
without  result,  the  superintendent,  should  make  full  report  to  the 
office,  transmitting  a  copy  of  his  letter  of  rejection. 


68 

Generally  it  should  be  possible  to  class  the  workmanship  as 
either  satisfactory  or  unsatisfactory.  When  satisfactory,  although 
deviating  slightly  from  the  specification  requirements  for  struc- 
tural or  other  good  and  sufficient  reasons,  the  superintendent  is 
authorized  to  pass  such  minor  modifications,  provided  they  com- 
ply with  the  intent  of  the  drawings  and  specifications,  and  are 
without  additional  expense  to  the  Government.    (503,  712,  822.) 

620.  MATERIALS   "APPROVED"  BY    SUPERIN- 
TENDENT. 

When  the  specifications  or  drawings  call  for  "  approved  "  material 
or  methods,  without  providing  for  preliminary  submission  to  the 
Supervising  Architect,  the  superintendent  shall  have  the  authority 
to  make  such  approval,  subject  to  the  material  or  method  being  in 
accordance  with  the  intent  of  the  plans  and  specifications. 

621.  UNSATISFACTORY  MATERIALS. 

With  any  report  to  the  office  regarding  delivery  or  rejection  of 
materials,  the  superintendent  should  forward  samples  of  the 
materials  in  question,  provided  their  size  and  character  will  permit 
them  to  be  mailed.  Such  samples  should  be  so  marked  or  labeled 
as  to  identify  them  with  the  reports  to  which  they  relate.  When 
samples  can  not  be  mailed,  the  criticisms  must  be  very  clear  and 
definite,  and  supplemented  by  photographs  or  sketches  if  neces- 
sary to  a  proper  understanding  of  the  matter. 

622.  SAMPLES  AND  SHOP  DRAWINGS. 

The  contractors  are  required  to  submit  samples,  shop  drawings, 
etc.,  for  approval  either  to  the  office  or  to  the  superintendent  as 
called  for  by  the  specifications.  Those  required  to  be  submitted 
to  the  office  by  the  contractors  must  not  be  forwarded  by  the 
superintendents  for  them.  Approved  samples  are  to  be  retained 
by  the  superintendent  until  final  inspection. 

Shop  drawings  are  submitted  generally  for  the  purpose  of  ampli- 
fying the  contract  drawings.  They,  therefore,  must  not  contain 
material  deviations  from  the  contract  requirements  unless  covered 
by  the  acceptance  of  a  proposal.  If  it  should  happen  that  material 
deviations  are  shown  and  inadvertently  approved,  this  does  not 
relieve  the  contractor  from  his  obligation  to  do  the  work  in  accord- 
ance with  the  contract  requirements.  However,  as  shop  drawings 
are  carefully  checked  in  the  office  it  may  be  assumed  that  generally 
they  represent  the  approved  method  of  construction.  Exceptional 
cases  should  be  brought  to  the  attention  of  the  office. 


69 

623.  IDENTIFICATION  SAMPLES. 

In  order  to  ascertain  if  the  materials  delivered  on  the  ground,  the 
quality  of  which  can  be  determined  only  by  laboratory  test,  are 
identical  with  the  samples  originally  approved,  the  superintendent 
is  required  to  forward  to  the  office  identification  samples  of  the 
quantities  called  for  in  the  specifications  for  the  original  sample. 
Packages  containing  such  samples  must  be  marked  on  the  outside 
to  show  by  whom  sent,  from  what  building,  date,  and  contents;  and 
a  letter  under  separate  cover  must  give  notice  of  the  shipment, 
with  full  information  relative  to  the  brand,  manufacture,  etc.,  of 
each  material  sent. 

In  forwarding  samples  care  must  be  taken  to  pack  them  securely 
so  as  to  avoid  injury  during  transit  and  to  insure  their  delivery  in 
good  condition.  All  vessels  used  in  forwarding  the  samples  must 
be  absolutely  clean  and  dry.  Any  dirt  contained  in  the  receptacle 
will  have  a  bearing  on  the  test.  For  the  same  reason  sealing  wax 
or  rosin  should  not  be  used  in  sealing  the  receptacle. 

In  forwarding  material  like  graphite  paint  or  varnish,  special 
care  should  be  taken  to  stir  the  contents  of  the  barrel  thoroughly, 
in  order  that  the  sample  may  accurately  represent  the  mass.  If 
the  superintendent  suspects  adulteration  of  such  materials  as  var- 
nish, paints,  and  oils  by  workmen  during  the  progress  of  the  work, 
samples  should  be  taken  from  the  pots  used  and  twin  samples  from 
the  original  packages. 

Use  should  be  made  of  the  mail-  as  far  as  possible  in  forwarding 
samples.  Government  officials  are  authorized  to  use  the  pan  » -i.s 
post  in  forwarding  fourth-class  matter  uiuh-r  frank.  When  a  sample 
is  unsuitable  for  mailing  it  should  be  forwarded  by  express  under 
Government  bill  of  lading;    not  "collect." 

624.  TESTS  NOT  TO  DELAY  PROGRESS. 

After  samples  submitted  by  the  contractor  have  been  approved, 
materials  of  the  approved  brands  may  be  used  on  the  work,  which 
must  not  be  delayed  pending  the  test  of  identification  samples 
unless  the  superintendent  has  good  reason  to  suppose  that  materials 
are  not  in  accord  with  the  approved  samples.  Should  it  be  found 
later  by  office  tests  that  the  materials  delivered  are  not  the  same 
as  those  approved,  the  contractor  will  be  held  responsible.  Iden- 
tification samples  should  be  sent  to  the  office  within  a  few  days  after 
delivery  of  the  material  at  the  building. 


70 

625.  DEVIATIONS  FROM  APPROVED  SAMPLES. 

The  small  samples  usually  approved  by  the  office  are  intended 
only  to  indicate  the  general  character  of  the  material  in  question, 
and  superintendents  are  expected  to  exercise  their  judgment  in 
allowing  minor  variations  that  may  be  reasonably  expected  as  in- 
herent to  the  material.  This  refers  especially  to  stone  and  marble, 
in  which  slight  veins  or  variations  in  color  must  be  expected ;  and 
both  the  specifications  and  the  approval  of  samples  must  be  sub- 
ject to  a  reasonable  interpretation. 

The  approval  of  samples  never  covers  such  qualities  as  can  be 
better  described  by  drawings  or  specifications;  for  instance,  a  brick 
is  approved  for  color  and  quality,  but  the  size  must  be  as  required 
to  meet  the  dimensions  given  on  the  drawings;  and  while  hard- 
ware is  approved  as  to  mechanism,  material,  and  finish,  it  is  for  the 
contractor  to  determine  before  submitting  the  sample  whether  it  is 
of  the  size  and  shape  that  will  fit  the  location. 

626.  EXPLOSIVES  OR  INFLAMMATORY  MATERIAL. 

Packages  containing  oil,  varnish,  paint,  or  any  explosive  or  in- 
flammable material,  when  shipped  by  freight  or  express,  must  have 
the  label  required  by  the  Interstate  Commerce  Commission,  and 
same  will  be  supplied  by  the  office. 

Labels  intended  to  be  used  for  freight  shipment  may  be  used  for 
express  shipment  when  accompanied  by  a  certificate  on  a  white 
label  measuring  not  less  than  1J  by  3  inches,  bearing  the  following 
words: 

"This  is  to  certify  that  the  above  articles  are  properly  described, 
packed,  and  marked,  and  are  in  proper  condition  for  transporta- 
tion according  to  the  regulations  prescribed  by  the  Interstate  Com- 
merce Commission." 


(Shipper's  name.) 

627.  INSURANCE  CARRIED  BY  CONTRACTOR. 

The  "Protection  of  work  and  materials"  clause  of  the  specifica- 
tions requires  contractors  to  maintain  the  necessary  insurance  on 
the  work  and  materials  incorporated  in  the  building  until  its  final 
acceptance,  and  superintendents  should  ascertain  from  the  contrac- 
tors at  reasonable  intervals  the  amount  of  insurance  carried  and  re- 
quire evidence  of  premiums  paid.  If  the  amount  of  insurance 
carried  at  any  time  is  not  adequate  to  cover  the  value  of  the  work  in 
place,  the  office  should  be  so  notified. 


71 

628.  PROGRESS  PHOTOGRAPHS. 

The  superintendent  should  see  that  the  contractor  forwards  pho- 
tographs as  called  for  in  the  specifications,  and  that  same  are  taken 
from  the  most  advantageous  points  of  view,  and  are  of  the  size 
specified.  Progress  photographs  must  be  taken  every  month 
whether  any  work  is  done  or  not. 

In  preparing  the  photographs  there  should  be  written  on  each 
negative  the  title  and  location  of  the  building,  the  date  on  which, 
and  the  point  of  view  from  which,  the  photograph  was  taken. 

For  example: 

U.  S.  Ct.  H.  &  P.  O., 
Keene,  N.  H., 
Dec.  31,  1915, 

From  northwest. 

This  should  be  scratched  with  a  sharp-pointed  instrument  upon 
the  lower  left-hand  corner  of  the  film  side  of  the  negative  in  such 
manner  as  to  make  a  permanent  record  upon  the  photograph  itself. 
(It  will  be  necessary  to  write  backward  on  the  negative  in  order 
that  the  inscription  on  the  photograph  may  be  legible.) 

After  the  exterior  is  practically  completed  views  should  be  taken 
of  conspicuous  portions  of  the  details,  for  instance,  main  entrance, 
any  special  piece  or  ornament,  etc.,  and,  later  on,  well-selected 
views  of  the  interior  are  to  be  submitted. 

629.  BOILERS  FOR  HOISTING  APPARATUS,  ETC. 

The  superintendent  should  see  that  the  boilers  used  in  connec- 
tion with  the  hoisting  apparatus,  concrete  mixer,  etc.,  are  located 
so  the  smoke  will  not  disfigure  any  part  of  the  building.  If  neces- 
sary a  stack  should  be  provided  to  carry  the  smoke  above  the 
building. 

630.  MANUFACTURERS'  NAME  PLATES. 

On  patented  articles  the  identification  plate  with  manufactur- 
er's name  and  patent  date,  if  required  by  law,  shall  be  of  a  restricted 
size.  Other  name  plates  or  identification  marks  of  manufacturers, 
or  others,  which  serve  only  for  advertising  will  not  be  permitted 
unless  so  specified.  This  does  not  prohibit  the  manufacturer's 
name  on  mechanical  equipment  fixtures,  valves,  and  hardware 
where  it  is  desirable  for  ready  identification  of  these  articles  in 
case  of  repair. 


72 

631.  INSPECTION  OF  SCAFFOLDING,  ETC. 

With  a  view  to  the  avoidance  of  accidents  and  loss  of  life  during 
the  erection  of  buildings  the  superintendent  is  required,  without 
assuming  on  behalf  of  the  Government  any  liability  which  prop- 
erly belongs  to  the  contractor,  to  maintain  a  constant  oversight  of 
the  manner  of  erecting  scaffolds,  protection  around  hoistways, 
manner  of  installing  material  hoists,  method  of  erecting  derricks, 
manner  of  anchoring  guy  ropes,  and  the  maintenance  of  all  other 
apparatus  furnished  by  the  contractor  which  might  in  any  way 
through  negligence  be  the  cause  of  accidents.  He  should  call 
attention  to  defective  or  unsafe  appliances,  and  if  not  corrected 
notify  the  office.  This  is  not  to  be  construed  as  authority  to  the 
superintendent  to  direct  the  manner  of  performing  such  work  or 
to  take  any  action  which  would  tend  to  relieve  the  contractor  of 
any  responsibility. 

632.  POLES  AROUND  SITE. 

Before  the  curb  and  sidewalk  are  put  down  superintendent 
should  note  whether  the  telegraph,  telephone,  trolley,  or  other 
poles  around  the  building  are  in  good  condition  and  set  symmetri- 
cally. If  not,  consult  with  the  head  of  the  company  controlling 
the  unsightly  pole  and  endeavor  to  have  it  replaced  or  reset,  as 
the  case  may  be.  The  Government  has  no  jurisdiction  over  such 
poles  set  outside  of  the  lot  line  of  a  site,  but  the  representatives 
of  service  companies  are  usually  willing  to  put  their  property  in 
good  condition  around  Federal  buildings. 

633.  APPLICATION  FOR  SERVICE  CONNECTIONS. 

When  required  by  the  local  authorities  or  service  companies, 
it  is  proper  for  the  superintendent  to  sign  for  the  United 
States  the  application  slip  of  the  contractor  for  making  connec- 
tions to  sewer,  gas,  and  water  pipes,  with  the  understanding 
that  it  does  not  obligate  the  United  States  for  any  damages  or 
expense.  City  and  State  ordinances  do  not  apply  inside  the  lot 
line  of  a  Federal  building,  and  this  should  be  explained  to  local 
officials  who  call  attention  to  the  fact  that  the  specifications  and 
drawings  prepared  in  this  office  for  plumbing,  etc.,  do  not  conform 
to  local  requirements. 


73 

634.  INSPECTION  OF  STRUCTURAL  STEEL. 

When  shop  inspection  of  structural  material  to  be  supplied  for  a 
building  is  authorized,  the  superintendent  will  be  so  advised  and 
copies  of  the  reports  of  such  inspection  forwarded  to  him  as  received. 
He  must  verify  the  reports  as  a  check,  and  notify  this  office  imme- 
diately regarding  any  discrepancy  or  evidence  of  negligent 
inspection. 

In  verifying  the  reports  the  material  should  be  carefully  checked 
off  upon  arrival  at  the  building,  and  the  given  weights  of  shipment 
verified  by  comparison  with  the  contractor's  invoice. 

The  material  must  be  carefully  examined  by  the  superintendent 
to  determine  the  following: 

(a)  Whether  every  piece  of  material  bears  the  stamp  of  the  shop 
inspector,  the  location  of  same  being  indicated  by  a  circle  of  white 
paint. 

(b)  Whether  it  has  suffered  injury  in  transit,  it  being  of  vital  im- 
portance that  the  structural  steel  (especially  the  columns  and 
trusses)  shall  not  be  bent,  indented,  or  otherwise  injured  in  han- 
dling. 

(c)  Whether  the  shop  painting,  especially  the  inside  surfaces  of 
closed  sections,  is  satisfactory.  Prompt  action  must  be  taken  if  the 
work  shows  any  sign  of  rusting,  or  if  it  appears  that  the  scale  was  not 
removed  from  the  material  before  the  paint  was  applied. 

The  specifications  in  regard  to  field  painting  must  be  strictly 
complied  with.  The  paint  on  parts  to  be  built  into  masonry  must 
be  dry  before  placing  work  in  position. 

Field  riveting  must  be  carefully  inspected  to  make  sure  that 
holes  match  and  rivets  are  tight.  Where  the  holes  do  not  match 
exactly  and  reaming  is  permitted  larger  rivets  must  be  required. 

Upper  and  lower  sections  of  column  joints  are  to  be  so  faced  that 
they  will  abut  perfectly  before  and  after  riveting,  as  unless  holes 
match  precisely  at  column  splices  the  upper  and  lower  sections  of 
the  column  will  not  bear  properly. 

The  material  called  for  must  be  placed  accurately  as  shown,  spe- 
cial attention  being  paid  to  beams  and  other  members  of  uniform 
size  which  vary  in  weight.. 

When  shop  inspection  is  dispensed  with  the  superintendent's 
inspection  of  the  material  delivered  at  the  building  must  serve  all 
purposes,  and  his  examination  must,  therefdre,  be  made  with  the 
greatest  care  and  any  deviation  from  the  contract  requirements 
immediately  reported  to  the  office. 


74 

635.  WATERPROOFING  AND  ROOFING. 

In  order  to  insure  satisfactory  results  in  the  installation  of  water- 
proofing and  roof  covering  the  closest  attention  is  necessary  on  the 
part  of  the  superintendent  during  progress  of  the  work. 

Failure  of  the  waterproofing  is  usually  due  to  punctures  or  lack 
of  protection  of  the  lap  between  the  wall  and  floor  waterproofing  or 
neglect  to  caulk  and  seal  pipe  inlets. 

The  defects  found  in  tin  roofs  are  usually  due  to  inferior  work- 
manship in  either  the  locking  or  the  soldering,  improper  or  insuffi- 
cient grading  of  the  gutters,  or  making  the  outlets  too  high.  The 
use  of  acid  instead  of  rosin  as  a  flux  is  strictly  prohibited. 

636.  TEST  OF  SUBDRAINAGE. 

The  terra-cotta  subdrainage  system  around  the  building  should 
be  tested  by  pouring  in  several  buckets  of  water  at  the  high  point 
and  noting  the  amount  of  water  discharged  at  the  low  point.  A 
large  decrease  in  quantity  indicates  pockets,  broken  pipes,  or  leaks 
in  improperly  constructed  joints. 

637.  TESTS  OF  MECHANICAL  EQUIPMENT. 

The  superintendent  must  see  that  specified  tests  of  the  mechan- 
ical equipment  are  made  at  the  proper  time,  and  certificates,  duly 
countersigned  by  him,  forwarded  to  the  office,  and  that  all  required 
tests  are  made  and  found  to  be  satisfactory  before  final  inspection 
of  mechanical  equipment  is  requested.  This  includes  the  smoke 
test  of  plumbing  and  the  third  test  of  gas  piping. 

638.  PRESSURE  TEST. 

When  a  pressure  test  is  applied  to  piping  a  cap  or  plug  should  be 
loosened  at  all  extreme  ends  of  the  system  to  make  sure  the  pressure 
is  applied  to  all  parts  of  same. 

639.  TESTING  SOIL,  WASTE,  AND  VENT  LINES. 

When  the  tests  of  soil,  vent,  and  waste  lines  are  made  with  water 
the  superintendent  should  examine  the  pipes  and  fittings  after  the 
water  has  stood  in  the  system  for  at  least  one  hour.  He  must  not 
depend  on  examining  the  water  level,  for  in  a  system  with  many 
vertical  stacks  it  requires  quite  a  large  leak  to  lower  the  level  of  the 
water. 

Wood  plugs  are  not  permitted  to  be  used,  as  they  are  liable  to 
swell  and  break  the  pipe  or  fitting. 


75 

640.  TESTING  PIPES  IN  CHASES. 

All  pipes  in  chases,  or  otherwise  to  be  concealed  before  the  gen- 
eral test  is  made,  must  be  given  the  required  test  before  being 
closed  in. 

641.  LOCATION  OF  GAUGE  IN  MAKING  HYDROSTATIC 
TEST. 

When  testing  water  lines  or  system  the  gauge  should  be  placed 
on  the  system  about  midway  between  the  lowest  and  the  highest 
pipes,  or,  if  placed  in  the  basement,  as  is  usual,  an  excess  pressure 
over  that  specified  should  be  applied  so  as  to  give  the  specified 
pressure  at  about  half  the  height  of  the  system,  thus  giving  an 
average  pressure  in  the  system  of  that  specified. 

642.  TESTING  GAS  PIPES. 

A  mercury  gauge  must  be  used  in  testing  gas  pipes,  as  a  spring 
gauge  is  usually  not  sensitive  enough  to  indicate  small  leaks. 
After  the  test  the  pipes  should  be  opened  at  extreme  ends  to  see 
if  compressed  air  escapes,  and  also  at  a  low  point  to  be  sure  that 
the  pipe  is  dry  and  salt  water,  etc.,  has  not  been  introduced  to 
make  tight  joints.  During  a  one-hour  test  the  mercury  should 
not  drop  over  one-fourth  inch  for  a  system  supplied  with  a  2-inch 
or  less  main.  In  testing  the  system  should  be  tested  by  floors  or 
groups  supplied  by  a  2-inch  or  less  main  or  branch  whenever 
possible.  (Consult  specifications  for  modification  of  this  test  for 
old  buildings  or  extension  work.) 

643.  LIGHTING  SYSTEM. 

The  wires  of  the  electric  system  should  be  spliced  at  all  outlets 
before  final  inspection  and  test.  After  final  test  of  gas  piping  has 
been  made  the  fixtures  can  be  hung.  The  specification  in  any 
given  case  will  indicate  whether  or  not  connection  to  the  wiring 
system  of  the  building  may  be  made  in  advance  of  final  inspection 
and  test  of  the  latter,  depending  on  whether  more  than  one  con- 
tract is  involved. 

644.  INSPECTION  OF  LIGHTING  FIXTURES. 

In  this  branch  of  the  work  the  superintendent  should  acquaint 
himself  with  the  most  essential  requirements,  as  shop  inspection 
is  not  always  made. 


76 

Spun  parts  should  be  of  weight  specified,  have  sharp  corners 
and  true  curves,  fillets,  etc.  Castings  must  be  true  to  design, 
clean,  sharp,  and  crisp  in  detail. 

Fixtures  should  hang  at  schedule  heights,  and  when  pendent 
push-button  switches  are  required  they  must  be  connected  to 
fixtures  with  reinforced  silk-covered  lamp  cord.  Attention 
should  also  be  given  to  the  glassware  to  see  that  it  is  of  approved 
make  and  is  supplied  complete. 

Fixture  defects  most  common  are  light-weight  materials,  poor 
workmanship  in  construction  and  assembly,  undersized  fixture 
wire,  careless  execution  of  design  and  finish,  and  incorrect  length 
of  stems. 

Special  attention  must  be  given  to  see  that  fixtures  hang  plumb, 
or  set  at  right  angles  to  the  wall,  as  the  case  may  be. 

645.  TESTING  SPECIAL  APPARATUS. 

The  tests  to  be  made  for  special  apparatus,  including  ventilating 
systems,  air  washers,  humidifiers,  refrigerating  machinery,  vac- 
uum cleaners,  elevators,  motors,  pumps,  etc.,  are  described  in 
detail  in  the  specifications  and  are  usually  made  under  the  direc- 
tion of  a  mechanical  inspector;  but  preliminary  tests  of  piping, 
etc.,  should  be  made  before  the  final  or  operating  tests  are  made, 
and  the  specifications  should  be  carefully  read  to  ascertain  what 
tests  are  required. 

646.  TESTING  BRICK-SET  BOILER. 

Heating  boilers  are  required  to  be  tested  with  water  pressure 
before  being  "bricked  in."  The  test  is  to  be  applied  after  boiler 
is  set  upon  foundations;  openings  to  be  plugged  and  pressure  to 
be  applied  gradually;  air  to  be  released  from  top  of  boiler  aa 
pressure  is  applied. 

Manufacturer's  or  insurance  inspector's  certificate  of  tests  at 
factory  do  not  waive  the  test  required  at  the  building,  as  rivets 
and  seams  are  frequently  sprung  in  shipment.     (827.) 

647.  HIGH-PRESSTJRE  BOILERS. 

The  plates  for  construction  of  high-pressure  steam  boilers  are 
inspected  at  the  factory  by  an  inspector  detailed  by  the  office, 
who  stamps  the  passed  plates  "S.  A."  in  monogram.  This  stamp, 
as  well  as  the  mill  serial  and  heat-number  stamps,  must  be  so 
placed  as  to  be  visible  after  the  boilers  are  assembled  and  installed. 
On  delivery  of  the  boilers  the  superintendent  must  report  whether 
requirements  have  been  met. 


77 

648.  NONCONDUCTING  COVERINGS. 

Superintendents  will  note  the  distinction  made  by  office  speci- 
fications between  application  of  nonconducting  coverings  for 
plumbing  and  for  heating  system.  In  the  case  of  plumbing  work 
the  covering  may  be  applied  at  any  time  the  superintendent  per- 
mits, provided  the  tests  required  to  be  made  in  his  presence  have 
been  satisfactorily  completed  and  reported  on.  In  connection  with 
the  heating  apparatus  the  application  of  nonconducting  coverings 
is  specified  to  be  deferred  until  final  inspection  and  test  of  the 
apparatus  has  been  made  by  an  inspector  detailed  by  the  office. 

649.  COMPLETION  OF  ALL  MECHANICAL 
EQUIPMENT. 

It  is  desired  to  make  final  inspection  and  test  of  all  mechanical 
equipment  at  one  visit  of  the  inspector,  and  superintendents  must 
endeavor  to  obtain  completion  coincidently  of  the  plumbing,  gas 
piping,  heating,  and  conduit  and  wiring  systems,  the  lighting 
fixtures  (except  connections  when  they  are  required  to  be  de- 
ferred), and  any  special  mechanical  equipment;  and  when  all  are 
completed  or  when  a  definite  date  can  be  set  obtain  and  forward 
promptly  to  the  office  the  contractor's  written  notice  of  readiness 
for  such  final  inspection  and  test.  An  inspector  will  then  be 
detailed  to  perform  the  duty  on  the  date  fixed,  or  as  near  as  possible 

thereto. 

650.  TEMPORARY  HEAT. 

When  the  heating  apparatus  is  installed  under  an  independent 
contract  with  the  Government,  the  conditions  under  which  the 
apparatus  may  be  used  for  temporary  heat  are  fully  covered  by  the 
specification. 

651.  EIGHT  DAYS'  NOTICE. 

When  the  contractor's  conduct  of  the  work  is  such  that  it  is 
apparent  that  the  eight  days'  notice  preparatory  to  terminating  his 
right  to  proceed  will  have  to  be  served,  the  superintendent  should 
notify  the  office. 

If  the  department  so  decides  the  eight  days'  notice  provided  by 
the  contract  will  be  served  on  the  contractor,  and  the  superin- 
tendent will  report,  by  wire,  at  the  expiration  of  eight  days  from 
the  time  of  serving  the  notice  whether  the  contractor  has  taken 
steps  to  proceed  with  the  work  satisfactorily,  and  supplement  such 
telegram  by  letter. 


78 

Tf  the  contractor  or  his  representative  should  attempt  then  to 
remove  from  the  site  any  materials  or  equipment  intended  for  use 
in  or  upon  the  Federal  building,  the  superintendent  should  forbid 
such  removal  and  notify  those  concerned  that  such  materials, 
equipment,  etc.,  are  claimed  by  the  Government  for  use  in  finish- 
ing the  contract  work.     (152.) 

652.  TERMINATION  OF  RIGHT  TO  PROCEED. 

If  at  the  expiration  of  eight  days  the  superintendent  reports  that 
there  is  no  improvement,  the  right  of  the  contractor  to  proceed 
will  probably  be  terminated  by  the  department;  and  in  that  event 
the  superintendent  will  be  instructed  to  make  the  usual  inventory 
and  another  field  representative  will  be  sent  to  the  building  to 
check  the  inventory  and  sign  the  same  with  the  superintendent. 
This  inventory  should  cover  the  following: 

1.  Value  of  work  satisfactorily  executed  but  not  paid  for.  (This 
should  include  any  retained  percentage  previously  earned  by  said 
contractor.") 

2.  Value  of  acceptable  material  delivered  but  not  installed. 

3.  Value  of  contractor's  equipment,  tools,  etc. 

4.  A  careful  estimate  of  the  cost  of  completing  the  contract. 

5.  Full  statement  of  the  contract  account,  showing  the  net  price, 
payments  on  account,  and  the  retained  percentage. 

Note. — The  department  accords  to  the  contractor  and  his  surety,  or  their  rep- 
resentatives, the  privilege  to  be  present  when  the  inventory  is  made  and  to  be 
advised  respecting  the  valuations  fixed. 

653.  OPTION  OF  SURETY  IN  COMPLETING. 

The  contractor's  surety  is  privileged  (1)  to  complete  the  contract, 
either  as  surety  or  as  an  independent  contractor;  (2)  to  decline  to 
complete;  or  (3)  in  case  of  a  bankrupt  contractor,  where  the  con- 
tractor's trustee  or  receiver  in  bankruptcy  declines  to  complete  the 
contract  the  surety  may  complete  the  work  upon  obtaining  an 
order  from  the  court  subrogating  the  surety  to  all  the  rights  of  the 
bankrupt  contractor  and  the  receiver  or  trustee,  etc.,  and  author- 
izing said  surety  to  complete  the  contract  in  question. 

654.  WHEN  SURETY  COMPLETES  AS  SUCH. 

When  the  surety  upon  application  is  permitted  to  complete  the 
work  of  a  defaulting  principal  without  entering  into  an  independ- 
ent contract,  payments  will  be  made  to  such  surety  for  the  work 


79 

performed  by  it  in  the  same  maimer  as  is  provided  in  the  original 
contract  for  payments  to  the  contractor,  except  that  the  percent- 
ages retained  from  payments  to  the  surety,  together  with  the  last 
estimate  on  the  work  performed  by  the  surety,  will  be  withheld 
until  the  equities  between  the  contractor  and  his  surety  with 
respect  to  payments  for  the  work  so  performed  by  the  surety  shall 
have  been  adjusted  by  agreement  of  the  parties,  or  until  some 
appropriate  legal  proceeding  shall  have  been  instituted  under 
which  the  amount  involved  may  be  paid  into  court. 

655.  SURETY  COMPLETING  INDEPENDENTLY. 

If  the  surety  completes  under  an  independent  contract,  the 
price  therefor  will  be  the  unearned  portion  of  the  defaulting  con- 
tractor's price. 

656.   SURETY  DECLINES  TO  COMPLETE. 

When  the  surety  declines  to  complete,  competitive  proposals  for 
such  completion  will  be  taken  and  an  independent  contract  let. 
The  defaulting  contractor's  contract  will  be  appropriately  charged 
to  show  the  deficit,  if  any,  and  the  surety  will  be  liable  to  the 
extent  of  the  penal  sum  of  the  bond  for  the  excess  cost.  In  such 
a  case  the  tools,  equipment,  etc.,  seized  from  the  defaulting  con- 
tractor will  be  sold  at  the  best  price  obtainable,  and  the  amount 
realized  from  such  sale  will  be  credited  on  the  defaulting  con- 
tractor's account  in  reduction  of  his  liability  to  the  Government. 

657    DEFAULTING  CONTRACTOR  MAY  REMOVE 
TOOLS,  ETC. 

After  the  completion  of  the  whole  work,  and  as  soon  as  it  is 
seen  that  the  United  States  will  not  have  an  unsatisfied  claim 
against  the  defaulting  contractor,  he  or  his  representative  will 
be  notified  by  the  department  that  the  tools,  equipment,  etc., 
seized  by  the  Government  are  at  his  disposal;  and  the  superin- 
tendent should  then  permit  their  removal  by  the  contractor  or  by 
his  authorized  representative. 

658.  RESERVATION  FOR  ALTERNATES. 

In  accepting  proposals  for  the  erection  of  Federal  buildings 
provision  is  frequently. made  for  the  acceptance  of  certain  alter- 
nates when  a  certain  point  of  advancement  in  the  construction  is 


80 

reached.  In  order  to  minimize  the  chance  of  overlooking  these 
reservations  superintendents  are  instructed  to  bring  the  matter  to 
the  attention  of  the  office  about  30  days  prior  to  the  date  when  the 
privilege  of  acceptance  will  expire. 

659.  BUILDINGS  DESIGNED  BY  PRIVATE 
ARCHITECTS. 

The  following  general  instructions  are  to  be  noted  in  connection 
with  the  erection  of  Federal  buildings  for  which  the  drawings  and 
specifications  have  been  prepared  by  private  architects.  The 
number  of  such  buildings  is  limited,  and  the  superintendents  are 
directed  to  communicate  with  the  office  regarding  any  unfamiliar 
procedure. 

Unless  other  directions  are  given,  the  superintendent  of  con- 
struction will  exercise  full  control  and  authority;  he  will  give  the 
necessary  instructions  to  contractors,  and  will  certify  and  issue 
vouchers  on  account  of  the  executed  work. 

Correspondence  relating  strictly  to  field  work  will  be  directed 
to  the  superintendent  in  charge.  That  relating  to  the  interpreta- 
tion of  drawings,  specifications,  materials,  full-size  and  shop  draw- 
ings, and  to  questions  regarding  architectural  or  structural  fea- 
tures, will  be  directed  to  the  architects  and  copies  furnished  the 
superintendent. 

The  procedure  to  be  followed  in  connection  with  the  approval 
of  samples  will  be  set  forth  in  the  specifications. 


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68509—16 6 


82 


83 


84 


SECTION  VII. 
INSTRUCTIONS  TO  INSPECTORS. 


Note.— In  this  section  the  term  "  inspector' '  includes  supervising  superintend- 
ents, inspectors,  and  superintendents  acting  as  inspectors.  Additional  instruc- 
tions for  inspectors  of  mechanical  equipment  are  contained  in  Sectiou  VIII. 

701.  ON  DUTY  AT  HEADQUARTERS. 

Inspectors  are  expected  to  be  on  duty  at  their  headquarters 
during  the  usual  official  day  except  when  elsewhere  by  official 
instructions. 

702.  CLASSES  OF  INSPECTION. 

Inspections  are  arranged  to  cover  preliminary  and  final  inspec- 
tions. These  two  classes  of  inspection  should  be  differentiate.  1, 
in  that  the  report  of  preliminary  inspection  need  not  enumerate 
the  incomplete  work,  except  in  cases  where  it  is  desirable  to  make 
a  demand  for  better  progress,  while  the  report  of  final  inspection 
should  enumerate  defects,  omissions,  and  all  incomplete  work 
(711).  Final  inspections  will  be  made  only  on  notice  from  con- 
tractors by  letter  or  by  telegram. 

703.  TRAVEL  INSTRUCTIONS. 

Except  where  the  interests  of  the  service  require  telegraphic 
orders,  travel  instructions  will  be  by  letter,  an  extra  copy  of  which 
will  be  inclosed  for  the  use  of  the  inspector  in  submitting  voucher. 
Unless  the  instructions  designate  a  specific  time  for  the  performance 
of  the  duty,  the  inspector  is  required  to  proceed  on  receipt  of 
orders,  without  unnecessary  delay.  The  itinerary  of  an  inspection 
trip  should  be  followed  as  closely  as  possible. 

If  a  superintendent  receives  instructions  to  make  an  inspection 
at  some  other  point  while  there  is  important  work  which  requires 
constant  supervision  going  on  at  the  building  under  his  charge 
(for  instance,  pile  driving,  waterproofing,  etc.),  he  should  so 
advise  the  office  by  wire,  in  order  that,  if  necessary,  other  arrange- 
ments may  be  made  for  the  inspection. 

(85) 


86 

704.  TELEGRAMS  REPORTING  MOVEMENTS. 

Inspectors  are  required  to  advise  the  office  by  telegram  of  the 
time  of  leaving  headquarters  and  the  time  of  leaving  each  point 
en  route.  These  telegrams  should  be  explicit  as  to  the  hour  of 
leaving  and  the  point  of  next  duty.  This  is  necessary  so  that  the 
office  may  make  a  close  calculation  of  the  time  of  arrival  at  the 
next  place,  in  order  that  additional  instructions,  if  found  neces- 
sary, may  reach  the  inspector.  If  for  imperative  reasons  an 
inspector  is  unable  to  continue  his  journey  he  must  advise  the 
office  by  wire  so  that  appropriate  instructions  may  be  issued. 

705.  EXIGENCY  EXPENDITURES  BY  INSPECTOR. 

In  carrying  out  official  instructions  it  sometimes  becomes  neces- 
sary for  an  inspector  to  incur  an  expense  for  labor,  or  for  rental  of 
appliances  found  necesary  in  meeting  an  exigency.  Such  expen- 
ditures must  be  submitted  on  Form  8600  (not  in  the  travel  voucher), 
with  due  explanation.    No  allowance  can  be  made  for  drawings. 

706.  EXIGENCY  EXPENDITURES  BY  CUSTODIAN. 

When  employment  of  labor  is  immediately  necessary  in  con- 
nection with  investigations,  the  custodian  of  the  building  should 
be  requested  to  have  the  work  performed  (under  direction  of  the 
inspector),  and  to  submit  in  the  usual  manner  itemized  exigency 
voucher,  initialed  by  the  inspector  if  the  charges  are  proper  and 
reasonable  and  the  voucher  is  prepared  and  certified  during  his 
stay  at  the  building.  A  statement  on  the  subject  should  also  be 
included  in  the  inspector's  report,  and  if  the  voucher  has  not  been 
presented  to  him  for  check,  the  report  should  include  a  statement 
as  to  what  would  be  a  proper  charge  for  the  work. 

707.  SUBMIT  REPORTS  PROMPTLY. 

Reports  should  be  prepared  and  mailed  at  the  point  of  duty  if 
this  can  be  done  without  undue  inconvenience  and  expense; 
otherwise,  at  the  first  stopping  point  where  practicable.  In  case 
special  conditions  require  delay  of  the  report  until  the  return  to 
headquarters,  the  inspector  must  make  the  preparation  and  for- 
warding of  the  report  the  first  duty  after  his  return. 

708.  DEFINITE  RECOMMENDATIONS. 

Reports  should  be  as  brief  as  is  consistent  with  entire  clearness, 
impartial,  and  without  exaggeration.     Indefinite  statements  should 


87 

be  avoided  and  comments  on  trifling  matters  omitted.  If  a  subject 
is  of  sufficient  importance  to  be  mentioned,  it  should  be  disposed 
of  either  by  a  statement  of  the  action  already  taken  or  by  a  definite 
recommendation . 

709.  EXAMINATION  OF  RECORDS. 

The  inspector  should  examine  the  records,  files,  and  corre- 
spondence of  the  superintendent,  and  report  if  the  same  are  not 
kept  in  accordance  with  instructions. 

710.  FORM   OF   REPORT   ON   CONSTRUCTION   WORK. 

Inspectors  should  spend  sufficient  time  in  the  examination  of  the 
building  and  the  records  to  obtain  a  full  and  comprehensive  knowl- 
edge of  the  situation.  The  substance  of  this  should  be  incorporated 
in  a  clear  and  concise  form  in  the  report,  which  should  always  be  on 
letter-size  paper,  and  arranged  in  accordance  with  the  following 
sample: 

Inspection.] 

Biddeford,  Me.,   January  28,  1916. 
Supervising  Architect, 

Treasury  Department,  Washington,  D.  C. 

Sir:  In  compliance  with  instructions  of  the  6th  instant,  to-day 
completed  inspection  of  the  post  office,  Biddeford,  Me. 

The  building  is  65  by  80  feet;  basement  and  one  story;  granite 
base;  tapestry  brick  superstructure;  limestone  trimmings,  cornice, 
and  parapet;  tin  roof;  fireproof  throughout.  (If  an  all-stone  build- 
ing give  the  name  of  the  quarry.) 

Superintendent  E.  A.  Jones,  headquarters,  Biddeford,  Me. 

Contractor,  The  Miller  Bros.  Co. 

Contract  date,  February  20,  1915. 

Bond  approved,  March  6,  1915. 

Time  limit,  July  20,  1916. 

Contract  price  with  additions  and  deductions  to  date,  $65,759 
(excludes  $500  for  lighting  fixtures) . 

Payments  to  date,  $34,781.40. 

Per  cent. 

Normal  percentage  of  completion „. . .     64 

Actual  percentage  of  completion 63 

The  work  is  behind  time 1 

Probable  date  of  occupancy,  July  29,  1916. 


88 

711.  PREPARATION  OF  REPORTS. 

Reports,  unless  they  contain  a  few  items  only,  should  be  divided 
into  two  sections,  as  follows: 

Section  1.  General  in  character,  giving  the  stage  of  progress, 
general  conditions,  information  concerning  any  doubtful  points  in 
the  second  section,  recommendations  and  the  reasons  therefor,  and 
any  other  information  of  value  to  the  office,  including  a  statement 
as  to  whether  the  superintendent  is  performing  his  duties  and  keep- 
ing his  records  and  files  in  a  satisfactory  manner.  Only  one  copy 
of  this  section  is  desired. 

Sec.  2.  A  list  enumerating  the  defects  and  omissions  which  are 
necessary  to  be  corrected,  which  should  start  en  a  separate  page, 
and  have  the  name  of  building  and  date  of  inspection  noted  at 
the  top,  with  the  autograph  initials  of  the  inspector.  This  list 
should  contain  neither  comment  nor  recommendation;  and  the 
comments  and  recommendations  in  the  main  report  (first  section) 
should  refer  to  the  appended  list  by  corresponding  item  num- 
ber. If  more  than  one  contract  is  in  force  at  the  building,  a 
separate  set  of  lists  of  defects  and  omissions  must  be  supplied 
for  each  contract;  but  one  main  report  is  all  thai  is  desired.  It 
is  intended  to  transmit  one  copy  of  the  second  section  to  the  con- 
tractor with  a  demand  for  correction,  and  another  copy  to  the 
superintendent  of  construction,  two  additional  copies  being  re- 
quired for  the  office  files.  This  section  is  therefore  required  to  be 
in  quadruplicate. 

As  the  final  inspection  is  preliminary  to  the  acceptance  of  the 
contract,  it  should  be  so  thorough  that  no  subsequent  demand  on 
the  contractor  for  additional  corrections  will  become  necessary. 

If  the  time  limit  has  been  exceeded,  both  the  superintendent 
and  the  contractor  should  be  interviewed  in  regard  to  the  causes  of 
delay;  the  record  of  delay  should  be  examined,  and  the  independ- 
ent conclusion  of  the  inspector  regarding  the  responsibility  of  the 
contractor  set  forth  in  the  report,  with  such  recommendations  as 
may  be  applicable. 

712.  VARIATIONS  FROM  CONTRACT. 

While  the  superintendent  has  authority  to  permit  and  inspec- 
tors to  pass  minor  changes  for  structural  reasons  so  long  as  no  change 
in  contract  price  is  involved,  inspectors  should  bear  in  mind  that 
a  formal  contract  or  agreement  between  the  department  and  the 
contractor  can  not  be  modified  in  any  material  way  without  the 
consent  of  both  contracting  parties.    Should  any  such  changes 


89 

have  been  made,  the  inspector  must  submit  a  full  statement  with 
recommendation,  so  that  the  department  may  be  in  a  position  to 
take  proper  action  under  the  contract  terms. 

If  the  variation  appears  equally  good,  or  a  betterment,  the  in- 
spector should  so  state  and  add  his  recommendation  as  to  whether 
the  work  should  be  permitted  to  remain  as  installed.  If  the  varia- 
tion represents  inferior  work  but  the  department's  interests  would 
suggest  retaining  it  rather  than  to  disturb  other  work  that  might 
be  affected,  the  facts  should  be  stated  and  the  difference  in  cost 
given  as  the  basis  for  a  deduction  from  contract  price. 

In  the  event  that  the  work  is  installed  in  accordance  with  con- 
tract terms,  but  with  unsatisfactory  results,  the  circumstances 
should  be  explained  and  recommendation  made  as  to  the  best 
means  of  accomplishing  the  results  desired,  with  an  estimate  of 
the  probable  cost  of  the  work. 

If  the  superintendent  has  already  taken  action  to  insure  the  cor- 
rection of  any  or  all  of  the  defects  existing,  the  report  should  so 
state,  in  order  that  the  office  may  neither  make  a  new  demand  on 
the  contractor  in  connection  with  an  item  which  the  superintend- 
ent is  handling  properly  nor  be  led  into  forming  an  erroneous  opin- 
ion of  the  superintendent's  qualifications.  Such  items  should, 
however,  be  reported  in  sufficient  detail  to  enable  the  office  to 
ascertain  if  the  corrections  are  actually  made,  as  the  superintend- 
ent will  be  required  to  report  on  them  with  any  other  defects  or 
omissions  noted  by  the  inspector. 

713.  RESPONSIBILITY  OF   SUPERINTENDENTS  FOR 
IMPROPER  WORK. 

^lien  cause  for  serious  criticism  is  found,  it  is  preferable  that 
each  point  be  discussed  with  the  superintendent,  giving  him  an 
opportunity  to  make  such  statements  as  he  desires.  The  contrac- 
tor or  his  repr<-  should  also  be  given  an  opportunity  to 
make  a  statement  whenever  this  may  make  for  a  better  under- 
standing of  the  situation. 

Even  though  a  superintendent  may  not  always  be  initially 
responsible  for  allowing  the  installation  of  inferior  workmanship 
and  materials — as,  for  example,  if  it  was  done  during  his  necessary 
absence — he  can  not  disclaim  responsibility  for  allowing  the  re- 
tention of  such  workmanship  and  material  beyond  the  time  when 
replacement  or  correction  could  be  made  without  detriment  to 
the  Government's  interests;  and  when  such  conditions  are  found 
to  exist,  the  inspector's  duty  is  to  state  the  facts  clearly  and  fully 
and  place  the  responsibility  where  it  rightfully  belongs  (619). 


90 

714.  DEMAND  FOR  EXPEDITION. 

It  is  important  to  inform  the  office  whether  or  not  it  is  advisable 
to  make  a  demand  for  expedition,  and,  if  so,  in  what  branch  and  for 
what  particular  reason .  1 1  should  be  ascertained  and  clearly  stated 
whether  or  not  the  contractors  are  to  blame  for  any  reported  delay, 
thus  avoiding  demands  from  the  office  which  are,  in  fact,  unwar- 
ranted, although  on  the  face  of  the  report  justified. 

715.  CHECKING  ESTIMATES. 

Whenever  there  appears  to  be  a  discrepancy  between  the  point 
of  advancement  and  the  disbursements,  the  inspector  should  go 
over  the  estimates,  bearing  in  mind  that  the  Government  desires 
to  retain  only  the  percentage  required  by  the  contract  provisions. 

716.  INSTRUCTIONS  OF  INSPECTORS  TO 
CONTRACTOR. 

If  inspections  of  work  are  made  when  the  superintendent  in 
charge  is  not  present,  the  inspector  should  advise  the  superintend- 
ent, in  writing,  of  any  instructions  he  may  have  given  the  con- 
tractor at  the  time  of  the  inspection;  but  unless  such  instructions 
by  the  inspector  are  required  by  an  exigency,  it  is  preferable  that 
they  be  conveyed  to  the  superintendent  only,  leaving  to  the  lat- 
ter the  duty  of  instructing  the  contractor. 

717.  SUPERINTENDENTS  INSPECTING. 

Superintendents  making  inspections  of  buildings  not  under  their 
charge  are  to  be  governed  by  the  foregoing  instructions;  and 
should  sign  their  reports  as  "  Superintendent,  inspecting. " 

718.  REPORT  ON  REPAIR  WORK. 

Reports  on  repair  work  should  be  submitted  in  duplicate  on  the 
printed  form  furnished  by  the  office  for  that  purpose,  a  supply  of 
which  should  be  kept  on  hand  by  inspectors. 

719.  FINAL  INSPECTION  OF  REPAIR  WORK. 

In  the  case  of  a  final  inspection,  the  inspector  should  state 
whether  the  work  was  completed  on  time,  and  if  not,  the  causes  for 
delay;  whether  the  Government  has  been  put  to  expense  or 
inconvenience  thereby;  and  whether  the  delay  is  chargeable 
wholly  to  the  contractors,  or  whether  the  Government  is  in  any 
way  responsible. 


91 

If  final  settlement  is  recommended,  the  inspector  should  initial 
the  voucher  certified  by  the  custodian  (if  it  can  be  prepared  while 
he  is  at  the  building),  and  state  in  his  report  that  he  has  done  so. 
In  the  event  that  there  are  some  minor  incomplete  items  which 
can  be  passed  upon,  by  the  custodian,  the  inspector  should  request 
the  custodian  to  report  to  the  office  by  letter  on  the  satisfactory 
completion  of  the  work,  forward inc:  the  voucher  at  the  same  time. 

720.  MAINTENANCE  REPORT. 

Inspectors  when  inspecting  Federal  buildings  in  charge  of  a 
custodian  should  make  a  general  examination  of  the  buildings  and 
grounds  to  ascertain  if  they  are  being  kept  in  a  satisfactory  con- 
dition by  the  custodian  force.  If  any  deficiencies  in  this  respect 
are  found,  a  separate  report  marked  "Maintenance"  in  the  upper 
left-hand  comer  should  be  submitted.  Otherwise,  no  report  on 
the  subject  is  necessary. 

721.  REPORT    WITHOUT     SPECIFIC    INSTRUCTIONS. 

The  inspector  should  ascertain  from  the  custodian  whether  any 
other  contracts  are  in  force,  and  report  thereon,  whether  specifi- 
cally directea  to  do  so  or  not.  These  instructions  do  not  apply 
to  contracts  of  less  than  $500  (unless  such  work  can  be  examined 
without  loss  of  time),  nor  to  mechanical  equipment,  nor  to  work 
already  covered  by  instructions  to  another  inspector,  as  indicated 
by  information  conveyed  to  the  custodian. 

722.  REPORT  ON  GENERAL  INSPECTION. 

He  will  also  bring  to  the  attention  of  this  office  the  necessity 
for  other  repairs,  and  report  upon  the  desirability  of  any  changes 
or  repairs  proposed  by  the  custodian,  keeping  in  mind  that  the  de- 
mands upon  the  appropriations  are  so  heavy  that  ordinarily  only 
the  most  necessary  repairs  and  renewals  can  be  made;  and  if  the  work 
involved  is  of  a  minor  character  (say  not  exceeding  $500),  prepare 
the  necessary  specifications,  and  hand  same  to  the  custodian  for 
the  purpose  of  obtaining  bids;  otherwise  forward  specifications, 
with  drawings  if  necessary,  to  this  office  for  consideration. 

723.  REPORT  ON  NECESSITY  OF  REPAIRS. 

In  either  of  the  above  cases  a  report  (in  duplicate)  must  be 
submitted  to  the  office,  with  definite  recommendations,  and  an 
estimate  of  the  cost  of  any  work  recommended.  A  copy  of  any 
specifications  furnished  the  custodian  (727)  must  accompany  the 
report. 


92 

724.   SPECIAL  INVESTIGATIONS. 

The  preceding  two  paragraphs  relative  to  the  action  to  be  taken 
in  regard  to  repairs  found  necessary  as  the  result  of  a  " general" 
inspection,  govern  also,  as  far  as  applicable,  the  handling  of 
repairs  recommended  as  the  result  of  a  special  detail  to  investigate 
the  necessity  of  any  indicated  work.  But  in  the  latter  class  of 
cases  special  instructions  will  supplement  the  general  instructions 
above,  and  the  inspector  will  be  advised  whether  to  leave  copies 
of  his  specifications  with  the  custodian,  or  to  forward  all  papers  to 
the  office. 

725.   SPECIFICATIONS  AND  DRAWINGS  FOR 
REPAIRS,  ETC. 

'  Care  must  be  taken  to  make  specifications  so  complete  and  clear 
that  there  will  be  no  uncertainty  regarding  the  extent,  location, 
and  nature  of  the  work. 

All  draft  specifications  forwarded  to  the  office  must  be  on  letter- 
size  sheets  and  double  spaced.  Only  one  copy  is  required  by  the 
Office;  but  the  report  accompanying  same  should  be  in  duplicate. 

In  any  case  requiring  specifications  to  be  furnished  the  custo- 
dian, the  inspector  should  have  as  many  copies  typewritten  as  can 
be  made  at  one  process;  one  copy  to  be  forwarded  with  the  report 
and  one  retained  by  the  inspector  for  his  information,  if  he  desires; 
the  remainder  to  be  handed  to  the  custodian. 

If  the  specifications  left  with  the  custodian  for  bids  include  work 
not  chargeable  to ' '  Repairs  and  preservation, ' '  the  amount  included 
in  the  lump-sum  proposal  for  each  class  of  work  must  be  segregated 
on  the  proposal  sheet,  so  that  it  may  be  charged  against  the  proper 
appropriation.     (858.) 

Sketches  or  drawings  should  be  supplied  when  necessary.  Draw- 
ings should  be  made  on  tracing  paper  with  H-B  pencil;  or  on  tracing 
linen  in  ink  when  intended  for  duplication  by  the  office. 

726.   SPECIFICATIONS  FROM  INSPECTORS'  DATA. 

When  specifications  are  prepared  in  the  office  from  data  supplied 
by  inspectors,  if  the  cost  of  the  work  will  be  less  than  $2,000  a  suit- 
able number  of  copies  is  forwarded  to  the  custodian  for  bids,  2 
copies  being  kept  for  the  files  of  the  office.  When  the  work  will 
amount  to  $2,000  or  over,  about  20  copies  are  sent  to  the  cus- 
todian upon  which  to  invite  proposals,  and  6  copies  are  retained 
in  the  office  for  use  in  making  up  a  formal  contract,  with  bond,  etc. 


93 

727.  GENERAL  CONDITION  SHEETS,  ETC. 

All  preliminary  sheets,  i.  e.,  advertisement  or  invitation  forbids, 
general  conditions,  Executive  orders,  and  proposal  sheet,  should 
be  omitted  from  specifications  forwarded  to  the  office  for  duplica- 
tion, as  they  are  supplied  and  attached  here. 

If  the  office  instructions  are  to  prepare  specifications  and  leave 
copies  with  the  custodian,  or  any  other  authorized  agent,  to  take 
proposals,  these  preliminary  sheets  should  be  included  and  properly 
filled  out,  and  the  custodian  requested  to  forward  one  copy  of  the 
specification  to  the  office  with  the  proposals  obtained.     (850,  851.) 

If  the  estimate  is  $500  or  over,  the  certified-check  clause  should 
be  inserted  in  the  general  conditions.  If  the  bid  is  $500  or  more, 
but  less  than  $2,000,  a  certified  check  for  10  per  cent  is  required; 
and  if  $2,000  or  over,  a  certified  check  for  2  per  cent.  Bids  of  $500 
or  over  unaccompanied  by  checks  will  not  be  considered.     (515.) 

728.  FOLLOW  STOCK  SPECIFICATIONS. 

The  office  prepares  specifications  generally  along  certain  lines 
and  sequences,  looking  to  as  simple  an  arrangement  as  possible,  so 
that  bidders  should  have  no  difficulty  in  making  up  their  bias 
therefrom.  (See  typical  specifications,  730.)  Inspectors  should 
be  governed  accordingly  in  preparing  specifications,  so  that  they 
may  be  used  by  the  office  with  but  little  revision.  Unless  the 
data  are  forwarded  as  herein  directed,  delay  in  the  preparation  of 
the  specifications  results,  and  at  times  the  return  of  the  papers  for 
further  data  or  explanations  is  necessary,  all  of  which  can  be 
avoided.  The  sample  sheet  with  heading  "Repairing  and  clean- 
ing plasterwork"  should  be  used  only  as  a  guide  in  preparing 
typewritten  copy  of  specifications  for  work  of  this  kind.  (In  the 
office  it  is  used  only  in  preparing  the  rough  draft.)  Inspectors 
should  make  complete  typewritten  specifications  governing  the 
work  in  the  manner  shown  on  said  sheet  and  in  typical  specifica- 
tion. Specifications  prepared  by  inspectors  not  infrequently  pro- 
vide only  for  cleaning  the  plasterwork,  and  this  has  generally 
proved  unsatisfactory,  requiring  a  further  expenditure  for  one  or 
more  coats  of  paint.  Failure  to  get  results  from  cleaning  alone  is 
usually  due  to  the  fact  that  deleterious  matter  of  various  kinds 
has  adhered  to  the  plaster-painted  surfaces  and  become  set 
through  atmospheric  changes;  and  consequently  can  not  be  re- 
moved by  any  cleaning  method  that  will  leave  the  entire  surface 
in  an  acceptable  condition. 


94 

729.  CIRCULAR  LETTER  OF  MARCH  18,  1913. 

Copies  of  preliminary  sheets,  etc.,  and  of  stock  specifications  1 
to  8,  inclusive,  hereinafter  referred  to,  were  forwarded  to  superin- 
tendents and  inspectors  with  circular  letter  of  March  18,  1913. 
Compliance  therewith,  so  far  as  possible,  is  expected,  except  as 
modified  by  later  instructions. 

730.  STOCK  SPECIFICATIONS. 

The  stock  specifications  for  general  repair  work  cover  the  fol- 
following  items: 

No.  1.  Repairing  driveways,  either  with  concrete  and  cement 
finish,  or  with  concrete  base  and  vitrified  repressed  blocks.  State 
whether  vitrified  blocks  or  vitrified  bricks  can  be  obtained  in  the 
vicinity,  also  carefully  note  the  character  of  materials  in  driveway 
and  depth  of  bed,  if  it  be  of  macadam,  with  a  view  to  leaving  a  por- 
tion of  the  old  base  in  place,  if  advisable,  as  a  foundation  for  any 
new  work  to  be  placed  thereon. 

No.  2.  Metal  weather-strips. — Ascertain  definitely  the  necessity 
for  same  and  give  the  number  of  windows  and  doors  to  be  so 
equipped.  Generally,  if  strips  are  required,  the  entire  building 
should  be  supplied  with  same.  The  office  prefers  to  handle  this 
class  of  work  under  separate  contract  with  firms  regularly  so  engaged. 

No.  3.  Fly  screens. — The  notations  in  the  preceding  paragraph 
apply  also  to  this  paragraph.  Special  attention  should  be  given  to 
the  character  of  windows,  whether  hung  sash  or  casement  sash,  and 
if  the  latter  whether  they  swing  in  or  out;  also  to  the  character 
of  hardware,  etc.,  which  may  affect  the  method  of  screening  the 
windows.  This  applies  more  especially  to  casement  or  pivoted 
sash  or  transoms,  as  the  office  is  not  favorable  to  placing  so-called 
bird-cage  screens,  which  mar  the  appearance  of  a  building.  If 
weather-strips  or  fly  screens  are  recommended,  the  inspector  must 
prepare  a  schedule  of  doors  and  windows,  giving  approximate  size 
of  each,  and  leave  such  schedule  with  the  custodian  for  use  in  pre- 
paring copies  to  be  attached  to  the  specification  forwarded  him  from 
the  office  for  proposals.  Do  not  include  fly  screens,  metal  weather- 
strips, awnings,  nor  window  shades,  in  specification  for  repairs, 
painting,  etc.;  refer  to  them  in  report  only. 

No.  4.  Hedges  around  the  grounds;  usually  as  a  protection 
against  trespass  and  to  take  the  place  of  fencing.  Office  standard 
specification  provides  for  wire  fence  to  protect  hedge  until  same 
has  attained  good  growth. 


95 

No.  5.  (With  drawing).  Standard  directory  and  bulletin  boards. 
No.  6.  Pointing  stonework  of  building. 
No.  7.  New  maple  floor. 

No.  8.  Concrete  in  connection  with  driveway,  cement  sidewalks, 
or  cement  floor.    This  may  be  varied  to  suit  local  conditions. 

731.  STOCK  SPECIFICATIONS  TO  CUSTODIAN. 

Specifications  Nos.  2,  3,  4,  and  5,  enumerated  above,  are  sent 
out  with  form  letter  direct  from  the  office  to  the  custodian,  upon 
which  proposals  may  be  obtained.  Therefore,  all  that  is  required 
from  an  inspector  is  that  he  supply  the  data  in  connection  with 
such  items  as  are  called  for  thereunder. 

732.  VESTIBULE  DOORS. 

A  standard  scheme  for  inside  double-door  vestibules  has  been 
prepared.  The  advisability  of  using  same  must  be  carefully  con- 
sidered, and  revolving  doors  recommended  only  where  their  use 
seems  the  best  solution  of  the  problem.  Inspectors  will,  therefore, 
prepare  a  rough  sketch  showing  work  in  place,  giving  dimensions 
of  present  openings,  materials,  etc.,  which  will  be  sufficient  for 
office  use  in  preparing  drawings  and  specifications  for  the  vestibule. 


96 


97 


58509—16 7 


98 


SECTION  VIII. 

INSTRUCTIONS  TO  INSPECTORS  OF  MECHANICAL 
EQUIPMENT. 


801.   SCOPE  OF  DUTIES. 

The  regular  duties  of  inspectors  of  mechanical  equipment  cover 
three  general  classes  of  work : 

(1)  In  connection  with  the  construction  of  new  buildings  and 
the  extension  of  old  buildings,  preliminary  and  final  inspection 
of  mechanical  equipment  and  lighting  fixtures. 

(2)  In  completed  and  occupied  buildings  general  inspection  of 
mechanical  equipment  and  lighting  fixtures  and  inspection  of 
repairs  to  same;  periodic  inspection  of  elevators;  obtaining  data 
and  preparing  specifications  for  repairs  and  renewals;  annual 
inspection  of  high-pressure  boilers. 

(3)  Shop  inspection  and  test  of  various  appliances. 

General  information  in  previous  sections  of  this  book  consti- 
tutes a  part  of  these  instructions  so  far  as  applicable. 

802.  TRAVEL  INSTRUCTIONS. 

Except  where  the  interests  of  the  service  require  telegraphic 
orders,  travel  instructions  will  be  by  letter,  an  extra  copy  of  which 
will  be  inclosed  for  the  use  of  the  inspector  in  submitting  voucher. 
Unless  the  instructions  designate  a  specific  time  for  the  performance 
of  the  duty,  the  inspector  is  required  to  proceed  without  unneces- 
sary delay  on  receipt  of  orders. 

803.  TRANSPORTATION  REQUESTS. 

General  instructions  in  regard  to  travel  regulations  are  conveyed 
by  departmental  circulars.  Inspectors  should  endeavor  to  antici- 
pate their  needs  in  the  matter  of  transportation  requests,  so  as  to 
avoid  as  far  as  possible  the  necessity  of  telegraphic  requests  for 
same.  If  an  inspector  is  directed  to  perform  service  for  another 
department,  he  should  not  use  transportation  requests  provided 
by  this  department. 

(99) 


100 

804.  ON  DUTY  AT  HEADQUARTERS. 

After  the  assignment  of  official  headquarters,  inspectors  are 
expected  to  be  on  duty  there  during  the  usual  official  day  except 
when  elsewhere  by  official  instructions. 

805.  DELIVERY  OF  TELEGRAMS  AFTER  OFFICE 
HOURS. 

As  soon  as  possible  after  assignment,  arrangements  should  be 
made  with  the  local  telegraph  company  in  regard  to  the  delivery 
of  telegrams  after  regular  office  hours.  The  inspector  should 
request  the  company  (in  writing)  to  deliver  to  his  house  address, 
if  same  will  be  done  without  extra  charge,  all  official  telegrams 
received  during  the  evening  which  can  be  delivered  by  10  o'clock. 
It  is  not  considered  necessary  to  provide  for  later  delivery,  as  mes- 
sages will  not  ordinarily  be  transmitted  by  the  office  after  5  p.  m. 

806.  TELEGRAMS  REPORTING  MOVEMENTS. 

When  traveling  in  pursuance  of  official  instructions,  inspectors 
are  required  to  telegraph  the  office  the  time  of  leaving  their  head- 
quarters city  and  the  time  of  leaving  such  point  on  the  route. 

Such  telegrams,  whether  from  headquarters  or  from  some  point 
en  route,  should  be  full  enough  to  give  definite  information  as  to 
(1)  hour  of  leaving  and  (2)  point  of  next  duty.  For  instance: 
'" Leave  three  this  afternoon  for  Indianapolis."  It  is  required 
that  the  office  be  informed  of  the  hour  of  leaving  any  given  point, 
so  that  close  calculation  may  be  made,  when  necessary,  of  the 
time  of  arrival  at  the  next  stopping  place.  The  telegram  should 
be  sent  as  soon  as  the  inspector  knows  definitely  the  hour  of  leaving, 
and  in  case  of  an  early  morning  train  can  often  be  sent  the  night 
before. 

807.  FORM  OF  TELEGRAMS. 

Telegrams  from  field  officers  to  the  office  should  be  signed  with 
the  surname  only  and  addressed  as  shown  by  the  following 
example : 

Brown, 

Treasury,  Washington,  D.  0. 
■*  *  *  *  * 

Adams. 
All  telegrams  at  Government  expense  must  be  sent  at  Govern- 
ment rates,  and  should  be  indorsed,  "Official  business.     Govern- 
ment rates.    Charge  U.  S.  Treasury  Department." 


id} 

808.  RATES  FOR  GOVERNMENT  TELEGRAMS. 

Information  as  to  rates  for  Government  telegrams  is  contained 
in  order  No.  8978,  issued  by  the  Post  Office  Department  July  1, 
1915,  copies  of  which  may  be  obtained  on  application  to  that 
department. 

The  minimum  number  of  words  paid  for  in  any  case  is  20,  in- 
cluding address  and  signature,  but  not  place  from  which  sent  and 
date  of  sending,  and  therefore  the  complete  message  may  contain 
20  words  without  causing  the  department  any  additional  expense. 
Keeping  this  in  view,  telegrams  should  be  as  brief  as  is  consistent 
with  clear  expression.  The  use  of  prepositions  and  of  the  articles 
"the"  and  ''a"  is  generally  unnecessary. 

809.  "COLLECT"  TELEGRAMS. 

Telegrams  to  contractors  and  others  not  in  the  public  service 
should  be  sent  at  Government  expense  only  when  the  use  of  this 
means  of  communication  is  in  the  public  interest.  All  other  tele- 
grams must  be  sent  colle 

810.  TELEGRAMS  NOT  PREPAID. 

If  payment  for  telegrams  sent  or  received  is  demanded,  or  if 
"charged"  telegrams  are  addressed  to  or  received  from  a  source 
other  than  the  department,  the  field  officer  must  forward  to  the 
office  a  copy  of  the  telegram,  and  if  payment  was  made  by  him  a 
copy  should  accompany  the  voucher.  Payment  or  reimbursement 
for  such  telegrams  can  be  made  only  at  <  mvernment  rates. 

811.  NIGHT  TELEGRAMS. 

Night  telegrams  must  be  us <•(!  whenever  they  will  as  well  serve 
the  Government's  interests. 

812.  TELEGRAMS   REQUESTING   LEAVE. 

Telegrams  to  and  from  the  department,  requesting  or  pertaining 
to  leave  of  absence,  can  not  be  paid  for  by  the  department  in 
view  of  the  ruling  of  the  Comptroller  of  the  Treasury  that  such 
telegrams  are  not  "official"  business. 

813.  TELEGRAMS   MODIFYING  ORDERS. 

When  an  inspector  is  on  the  road  it  may  become  necessary  to 
send  him  further  instructions,  and  acknowledgment  of  same  should 
be  included  in  his  next  travel  telegram.  The  inspector  should 
also  make  such  arrangements  as  will  tend  to  insure  delivery  to 


102 

him,  at  any  time  prior  to  leaving  a  city,  of  official  telegrams  sent 
in  care  of  custodians  or  superintendents.  These  officials  should  be 
advised  how  delivery  can  be  made  up  to  train  time,  in  case  a  tele- 
gram arrives  after  regular  office  hours,  or  after  the  inspector  has  left 
the  building. 

814.  DELAYED  INSTRUCTIONS. 

When  an  inspector  misses  instructions  at  any  point  en  route, 
that  fact  soon  becomes  apparent  by  reason  of  his  failure  to  govern 
himself  accordingly,  and  another  course  of  action  is  then  substi- 
tuted by  the  office.  Therefore,  when  a  delayed  telegram  or  letter 
of  instructions  reaches  the  inspector  at  a  point  not  contemplated 
by  the  office  (by  forwarding  from  the  place  of  address),  he  is  not 
expected  to  act  on  same,  the  time  for  compliance  having  passed. 
In  such  cases  he  should  notify  the  office  promptly  by  wire;  if  he 
has  reached  headquarters  remain  there  until  the  delayed  instruc- 
tions are  canceled  or  amended;  and  if  en  route  await  a  reply  be- 
fore proceeding  further,  and  state  in  his  telegram  that  such  is  his 
intention,  unless  this  course  would  delay  him  unwarrantably,  or 
unless  he  knows  he  can  comply  with  the  delayed  instructions 
without  unnecessary  loss  of  time  by  traveling  from  some  equally 
convenient  point  on  his  route  on  receipt  of  amended  instructions. 
An  inspector  must  use  his  judgment  as  to  the  place  where  he  will 
await  reply,  making  it  clear  to  the  office  what  he  intends  to  do. 

815.  ABBREVIATIONS  IN  OFFICE  TELEGRAMS. 

To  shorten  telegraphic  instructions  certain  simple  abbreviations 
are  used,  such  as  the  following: 

" Final"  means  that  the  inspector  is  to  make  final  inspection 
and  test  of  all  mechanical  equipment  in  a  new  building  or  exten- 
sion. 

" Preliminary"  means  that  he  is  to  make  inspection  of  all 
mechanical  work  installed  to  date  in  a  new  building  or  extension. 

" General"  means  that  he  is  to  make  inspection  of  all  mechanical 
equipment  in  a  completed  and  occupied  building,  including  test 
of  elevators  and  lifts,  but  not  including  internal  examination  of 
boilers  unless  external  evidences  point  to  the  necessity  of  same. 

"Letter"  means  that  a  letter  will  be  found  at  the  point  to  which 
the  telegram  directs  the  inspector  to  proceed,  not  at  the  point  to 
which  the  telegram  is  addressed. 


103 

It  is  not  ordinarily  considered  necessary  to  add  in  whose  care 
the  communication  is  sent,  as  it  will  always  be  in  care  of  the 
custodian  in  case  of  an  occupied  building,  and  in  care  of  the 
superintendent  of  construction  in  case  of  a  new  building  or  exten- 
sion, if  that  official  has  headquarters  at  the  building.  When 
neither  superintendent  nor  custodian  is  available,  the  inspector 
will  be  advised  further. 

816.  MAIL  REPORTS  PROMPTLY. 

Reports  must  be  mailed  at  the  point  of  duty  unless  official 
instructions  direct  otherwise,  or  unless  such  course  w*uld  entail 
undue  inconvenience  and  consequent  expense.  If  held  back 
until  return  to  headquarters,  the  inspector  must  then  make  the 
preparation  and  forwarding  of  the  report  his  first  duty.  Expedi- 
tion is  especially  necessary  in  connection  with  reports  of  final 
inspection. 

817.  FORWARD  REPORTS  BY  FIRST-CLASS  MAIL. 

Reports  must  be  mailed  in  such  manner  as  to  insure  handling  as 
first-class  mail.  If  specifications  or  drawings  are  small  enough  to 
be  inclosed  with  report,  that  course  should  be  followed. 

818.  FORWARDING  DRAWINGS  AND 
SPECIFICATIONS. 

Drawings  and  bulky  specifications  should  be  forwarded  under 
separate  cover  and  that  fact  noted  in  the  report,  and  the  drawings 
and  specifications  properly  marked  with  the  name  of  the  building, 
the  inspector's  name,  and  the  date  of  the  letter  of  transmittal;  this 
to  be  on  the  back  of  drawings  for  purposes  of  identification. 

Sketches  made  by  the  inspector  as  a  basis  for  drawings  to  be 
prepared  in  this  office  should  be  signed  with  his  name  and  title. 
Drawings  prepared  by  him  in  accordance  with  office  instructions 
should  bear  his  initials  only,  without  title. 

819.  SHIPPING  TESTING  INSTRUMENTS. 

In  returning  testing  instruments  to  the  office  the  inspector 
should  make  a  notation,  which  should  not  be  so  conspicuous  as  to 
interfere  with  the  address,  across  the  left-hand  end  of  the  address 
paster,  indicating  the  point  from  which  shipment  is  made  and  by 
whom  shipped,  and  should  give  similar  instructions  in  connection 


104 

with  testing  instruments  left  by  him  to  be  shipped  back  to  the 
office  by  some  other  official. 

All  shipments  must  be  made  on  Government  bill  of  lading  and 
letter  promptly  mailed.  In  connection  with  mailing  bill  of  lading 
for  instruments  shipped  back  to  the  department,  the  address  en- 
velope should  be  marked  " Mechanical  division"  in  lower  left- 
hand  corner. 

When  reporting  departure  from  a  point  where  testing  instru- 
ments provided  by  the  office  have  been  used,  the  disposition  made 
of  the  instruments  should  be  stated. 

820.  INSPECTION  OF  MECHANICAL  EQUIPMENT. 

Before  proceeding  to  make  preliminary  or  final  inspection  of 
mechanical  equipment  in  place,  in  connection  with  construction 
of  new  buildings  and  extension  of  old  buildings,  the  inspector 
should  apply  to  the  Government's  superintendent  of  construction 
at  the  building  for  all  information  in  connection  with  existing 
contracts  and  should  carefully  read  the  superintendent's  official 
files  for  information  as  to  acceptance  of  proposals,  approval  of 
materials  and  appliances,  etc.  It  is  the  duty  of  the  superintend- 
ent to  have  these  data  readily  available  for  the  inspector  (601), 
and  give  him  such  assistance,  both  in  acquiring  familiarity  with 
the  contract  requirements  and  in  making  the  actual  examination 
of  the  work,  as  will  make  for  completion  of  the  inspection  in  the 
shortest  time  consistent  with  thoroughness. 

Work  in  place  should  be  checked  by  the  drawings  and  specifi- 
cations and  materials  and  appliances  examined  for  make  and 
quality. 

Final  inspection  should  cover  a  careful  examination  of  all  ex- 
posed work  and  include  all  tests  not  previously  made  and  found 
satisfactory,  whether  specified  to  be  witnessed  by  the  superin- 
tendent or  not. 

As  the  final  inspection  is  preliminary  to  the  acceptance  of  the 
contract,  it  must  be  very  thorough  and  contain  definite  recom- 
mendations. 

If  the  time  limit  has  been  exceeded,  both  the  superintendent 
and  the  contractor  should  be  interviewed  in  regard  to  the  causes 
of  delay.  The  record  of  delay  should  be  examined  and  the  inde- 
pendent conclusion  of  the  inspector  regarding  the  responsibility  of 
the  contractor  set  forth  in  the  report,  with  such  recommendations 
as  may  be  applicable. 


105 

821.  PREPARATION  OF  REPORT. 

The  report  Submitted  as  tlie  result  of  the  investigation  should  be 
prepared  in  i\vo  parts: 

(1)  The  main  report,  in  duplicate  unless  otherwise  directed. 
The  name  of  the  city  visited,  followed  by  the  building  abbrevia- 
tion when  necessary  tor  identification  (as  Cairo,  111..  M.  II.'.  should 
be  written  in  the  upper  right-hand  comer  61  the*  first  page,  and  any 
inelosure  should  be  similarly  marked.  At  the  Upper  left-hand 
corner  the  inspector's  name  and  title,  and  a  brief  oi  the  subject 
matter  (as  "General  inspection."  M  Preliminary  inspection."  etc.), 
should  be  given.  Then  each  branch  of  work  should  be  taken  up 
under  its  appropriate  heading,  giving  (under  such  individual  head- 
ings) general  information,  percentages  of  completion,  all  recommen- 
dations relative  to  acceptance  of  variations,  etc.,  with  a  definite 
statement  that  "all  work  installed  is  in  accordance  with  the  con- 
tract requirements  except  as  indicated  in  the  accompanying  list 
of  defects  and  omissioi 

(2)  The  list  of  defects  and  omissions,  on  I  separate  sheet,  and  in 
quadruplicate,  one  copy  being  intended  for  the  contractor,  one  for 
the  superintendent,  and  two  for  the  office  dies.  1  n  the  case  of  final 
inspections  the  list  must  contain  all  items  necessary  to  the  satis- 
factory completion  of  the  equipment  in  every  respect,  and  in  case 
of  preliminary  inspections  all  items  necessary  to  bring  the  equip- 
ment, so  far  as  installed,  into  strict  compliance  with  the  contract 
requirements.  The  items  should  be  numbered  consecutively  and 
be  divided  into  groups  by  headings  corresponding  to  the  branches 
of  the  work. 

Where  required  tests  have  not  been  made,  such  items  should  be 
included  in  the  list  of  defects;- but  where  the  test  has  been  made 
and  the  superintendent  has  not  transmitted  the  certificate,  reference 
to  same  should  be  omitted  from  the  list  and  placed  in  the  report. 

Lists  submitted  with  reports  on  final  inspection  should  include 
the  nonconducting  coverings  when  same  have  not  been  installed. 

All  lists  of  defects  should  have  at  the  top  of  each  sheet  the  build- 
ing name,  the  date  of  report,  and  the  inspector's  intitals  (auto- 
graph). The  list  should  contain  neither  comment  nor  recommen- 
dation; and  the  comments  and  recommendations  in  the  main  report 
should  refer  to  the  appended  list  by  corresponding  item  number. 
If  there  is  more  than  one  contract,  a  separate  list  must  be  submitted 
for  each,  but  one  main  report  is  all  that  is  necessary. 


.106 

822.  VARIATIONS  FROM  CONTRACT. 

While  the  superintendent  has  authority  to  permit,  and  the 
inspector  to  pass,  minor  changes  for  structural  reasons,  so  long  as  no 
change  in  contract  price  is  involved,  inspectors  should  bear  in  mind 
that  a  formal  contract  or  agreement  between  the  department  and  the 
contractor  can  not  be  modified  in  any  material  way  without  the 
consent  of  both  contracting  parties.  Should  any  such  change  have 
been  made  the  inspector  must  submit  a  full  statement  with  recom- 
mendation, so  that  the  department  may  be  in  a  position  to  take 
proper  action  under  the  contract  terms. 

If  the  variation  appears  equally  good,  or  a  betterment,  the  in- 
spector should  so  state,  and  add  his  recommendations  as  to  whether 
the  work  should  be  permitted  to  remain  as  installed.  If  the  varia- 
tion represents  inferior  work  but  the  department's  interests  would 
suggest  retaining  it  rather  than  to  disturb  other  work  that  might  be 
affected,  the  facts  should  be  stated  and  the  difference  in  cost  given 
as  the  basis  for  a  deduction  from  contract  price. 

If  the  work  is  installed  in  accordance  with  contract  terms, 
but  with  unsatisfactory  results  due  to  poor  design,  or  to  the  fact 
that  the  design  is  not  suited  to  local  conditions,  the  circumstances 
should  be  stated,  and  recommendation  made  as  to  the  best  means 
of  accomplishing  the  result  desired,  with  a  statement  as  to  the  prob- 
able cost  of  the  work. 

The  preceding  information  as  to  the  general  ground  to  be  covered 
is  applicable  to  both  preliminary  and  final  inspections. 

823.  PRELIMINARY  INSPECTIONS. 

The  main  report  of  a  preliminary  inspection  should  also  con- 
tain the  following  information,  under  the  respective  trade  headings: 

(1)  Work  in  place  (general  description). 

(2)  Incomplete  work  (general  description). 

(3)  Percentage  of  completion  of  each  branch. 

(4)  What  tests  have  been  made,  and  whether  the  required  cer- 
tificates have  been  forwarded. 

(5)  Whether  the  interests  of  the  Government  require  demand  to 
be  made  for  expediting  any  part  of  the  work. 

The  "list' '  submitted  with  the  preliminary  report  should  not  con- 
tain any  reference  to  "incomplete"  work,  as  no  demand  is  made 
on  the  contractor  at  that  time  in  connection  with  work  which  is  to 
be  taken  up  in  its  regular  sequence.    This  list  should  be  limited 


107 

to  defective  items,  and  such  items  as  might  properly  be  called 
''omitted,"  by  reason  of  the  fact  that  the  proper  time  for  attending 
to  them  has  passed . 

824.  CHECKING  PERCENTAGE   OF  COMPLETION. 

In  connection  with  reporting  percentages  of  completion  at  this 
time,  the  inspector  should  carefully  check  up  the  superintendent's 
percentages,  and  call  attention  to  the  matter  if  there  is  any  material 
discrepancy.  If  the  work  is  50  per  cent  complete,  or  less,  the 
inspector  should  approximate  the  cost  of  the  work  in  place  and 
determine  the  percentage  relation  to  the  completed  job.  If  the 
work  in  place  is  more  than  50  per  cent  complete,  it  is  frequently 
more  accurate  to  estimate  the  "cost  to  complete"  and  determine 
the  percentage  of  the  total  cost.  For  instance,  if  a  plumbing  job 
is  roughed  in,  and  ready  to  have  fixtures  set,  it  is  very  simple  to 
determine  the  cost  of  fixtures  plus  setting  cost,  which  will  complete 
the  contract.  This  same  method  is  applicable  to  heating  and 
electrical  work. 

825.  PRELIMINARY  INSPECTION  OF  PLUMBING. 

Compare  the  runs  of  underground  drain  piping  with  the  draw- 
ings, check  sizes,  depths,  and  location  of  cleahout  manholes;  ascer- 
tain if  proper  test  of  cast-iron  piping  has  been  made  and  certificate 
for  same  is  on  file. 

Check  galvanized,  soil,  waste,  drain,  and  vent  piping;  advise 
superintendent  to  make  small  deviations  from  the  drawing  require- 
ments if  necessary  to  obtain  proper  clearance  of  pipes,  beams,  etc. 

Check  fixture  outlets,  compare  centers  with  dimensions  given 
in  Uniform  Plumbing  Specifications,  and  make  sure  that  fixture 
outlets  are  properly  spaced  as  indicated  on  the  drawing.  Partic- 
ular attention  must  be  given  to  spacing  of  fixtures  indicated  on  one- 
eighth  scale  drawings,  as  frequently  the  workmen  scale  the  drawing 
and  locate  the  fixtures  accordingly  and  when  installed  they  are 
likely  to  be  out  of  center  of  the  marble  stalls,  etc. 

Check  downspout  gooseneck  connections  and  roof  flashings 
around  vent  pipes.  See  that  lead  gooseneck  is  smoothly  formed 
and  free  from  dents. 

Examine  water  piping;  check  sizes  of  same,  and  see  that  all 
piping  is  properly  graded.  Examine  location  of  hot  water  tank 
and  its  piping,  and  see  that  unnecessary  traps  are  not  made  in  hot- 
water  or  return  circulation  piping.     The  heater  and  tank  connec- 


108 

tions  are  shown  partly  on  the  drawings  and  partly  in  the  Uniform 
Plumbing  Specifications,  and  it  is  frequently  necessary  to  consult 
the  plumber  to  determine  the  best  method  of  arranging  the  piping. 
See  that  all  piping  is  properly  supported  and  that  vertical  pipes 
have  sufficient  clamps.  Check  small  water  piping  to  fixtures  and 
assist  the  workmen  in  locating  the  branches  in  the  best  manner; 
avoid  unnecessary  runs  of  small  piping  in  toilet  rooms,  and  reduce 
the  finished  nickel-plated  brass  piping  to  a  minimum. 

826.  INSULATION  TEST  OF  WIRING. 

When  the  lighting  fixtures  and  the  conduit  and  wiring  work  are 
in  separate  contracts,  the  inspector  may  find  that  the  wiring  system 
is  sufficiently  advanced  at  the  time  of  preliminary  inspection  to 
permit  of  making  the  insulation  test.  In  that  event  the  test  should 
be  made,  and  if  found  satisfactory,  the  superintendent  should  be 
so  advised  in  order  that  he  may  permit  the  connection  of  lighting 
fixtures  to  the  building  wiring  as  soon  as  conditions  demand. 

827.  TEST  OF  HEATING  APPARATUS. 

Test  of  heating  apparatus  includes  a  test  of  the  entire  heating 
system  under  10  pounds  gauge  pressure  steam.  Safety  valve 
should  be  set  as  required  by  specifications.  Report  should  state 
whether  the  system  was  noiseless  in  operation,  whether  water  level 
remained  constant  or  fluctuated,  and  whether  circulation  was  satis- 
factory. The  hydrostatic  test  of  brick-set  boilers  is  required  to  be 
made  by  the  superintendent  before  same  are  bricked  in  (646)  and 
this  test  is  not  to  be  repeated  unless  specifically  called  for  in  the 
letter  of  instructions. 

828.  FINAL  INSPECTION  OF  HEATING  APPARATUS. 

The  following  points  should  be  carefully  checked : 
That  the  boiler,  piping,  valves,  and  radiation  are  of  specified 
size,  checking  each  radiator  by  counting  sections,  measuring 
heights,  etc.,  for  which  purpose  the  inspector  should  provide  him- 
self with  a  standard  list  of  radiation,  as  rated  and  approved  by  the 
office;  that  all  mains  and  piping  are  properly  graded,  and  that  ends 
of  returns  (one-pipe  system)  are  the  specified  distance  above  the 
water  line  of  the  boilers;  that  air  valves  of  the  approved  type  are 
provided;  that  piping  is  properly  supported  with  approved  hangers, 
bands,  and  clamps;  and  that  each  radiator  heats  up  properly  and 
frees  itself  of  air  and  condensed  steam  in  a  reasonable  time. 


109 

829.  FINAL  INSPECTION  OF  PLUMBING. 

Previous  instructions  (825)  on  preliminary  inspection  of  plumb- 
ing work  apply  to  final  inspection  so  far  as  the  work  is  visible. 

Check  all  fixtures  with  specification  and  carefully  examine  and 
operate  each  fixture;  see  that  flush  tanks  are  properly  adjusted 
and  that  water-closet  and  urinal  and  slop-sink  bowls  flush  as  re- 
quired. Test  all  faucets  and  see  that  same  are  rigidly  locked  to 
slabs,  etc.;  examine  all  fastenings  and  give  each  appliance  a  hard 
pull,  and  if  possible  to  pull  fixture  or  appliance  loose  by  hand, 
require  same  to  be  properly  fastened.  Remove  several  expansion 
bolts  at  random,  and  ascertain  it  proper  bolts  have  been  used. 
Also  remove  several  closet  flange  bolts  and  make  sure  ^-inch 
tapped  bolts  have  been  used,  as  required.  Examine  water-supply 
piping  over  flush  tanks.  Frequently  sufficient  clearance  is  not 
provided  to  install  nonconducting  covering  without  interfering 
with  the  operation  of  pull  levers. 

830.   SMOKE  TEST  OF  PLUMBING. 

If  smoke  test  of  system  has  not  previously  been  made  and  cer- 
tified, require  same  to  be  made.  After  the  workman  has  signified 
that  the  system  is  tilled  with  smoke  <>r  vapor,  require  liim  to  open 
several  of  the  vent-pipe  plugs  above  roof.  If  smoke  issues  at  all 
vents  on  roof,  the  system  is  properly  filled.  Examine  all  fixtures, 
particularly  siphon  jet  bowls.  Any  leak  or  defect  can  be  de- 
tected by  the  presence  of  smoke.  Have  the  plumber  plunge  the 
seal  out  of  water-closet  trap  to  make  sure  of  the  presence  of  smoke 
in  the  immediate  soil  pipe.  It  is  good  practice  to  close  toilet-room 
doors  and  allow  the  smoke  to  remain  on  the  system  for  about  one- 
half  hour  before  inspecting  the  fixtures. 

831.  TESTING  WATER  HEATER. 

Have  hot- water  heater  fired  up  (if  of  the  coal  type),  and  find  out 
if  water  circulates  quickly  between  heater  and  tank.  Have  auto- 
matic damper  regulator  adjusted  and  set.  Test  circulation  of  hot 
water  by  successively  opening  each  faucet  in  the  building.  If 
gas  heater  is  used,  test  operation  of  automatic  control  and  have 
same  adjusted  and  set. 

Where  steam  coil  is  used  to  heat  water,  proceed  in  testing  as 
follows :  During  10-pound  steam  heating  operating  test,  open  hot- 
water  faucets,  and  run  off  water  until  the  water  in  tank  is  near 
street  main  temperature,  open  hand-valve  controlling  steam  sup- 


110 

ply  to  automatic  valve  and  set  automatic  valve  wide  open.  Ad- 
just air  valve  or  steam  return  and  see  if  coil  frees  itself  of  con- 
densed steam  in  a  reasonable  length  of  time  without  hammering 
noises  in  piping.  When  water  reaches  required  temperature  have 
steam  valve  adjusted  to  close. 

It  is  important  to  have  the  several  automatic  controlling  devices 
on  one  tank  operate  at  the  same  opening  and  closing  temperatures. 

832.  FINAL  INSPECTION,  GAS  PIPING. 

In  making  inspections  of  gas  piping,  either  an  original  system 
or  a  renewal,  the  inspector  should  remove  a  sufficient  number  of 
caps  to  assure  himself  that  no  salt  water  or  similar  agent  has  been 
introduced  into  the  piping  for  the  purpose  of  closing  leaks. 

833.  FINAL  TEST,  WIRING  SYSTEM. 

When  separate  contracts  are  involved,  wiring  should  be  tested 
for  insulation  before  fixtures  are  connected  and  again  after  con- 
nection, and  results  stated  in  main  report.  The  specifications 
fully  cover  this  feature. 

834.  TEST  OF  ELEVATORS,  ETC. 

Other  apparatus,  such  as  elevators,  refrigerating  plants,  steam 
boilers,  vacuum  cleaners,  etc.,  should  be  tested  as  set  forth  in  the 
specification  and  tabulated  records  of  the  results  included  in  the 
report. 

835.  FINAL  INSPECTION,   LIGHTING  FIXTURES. 

Even  when  shop  inspection  has  been  made,  the  workmanship  of 
all  fixtures  should  be  carefully  examined  at  the  building.  Castings 
should  be  examined  for  quality  and  hand  finishing.  The  fixture 
arms  and  parts  should  be  examined  for  close  fitting  and  neat  work. 
The  sockets  should  be  concentric  with  the  spun  holder  and  have 
proper  position  with  respect  to  reflector  as  shown  by  detail.  The 
inspector  should  assure  himself  that  the  approved  make  of  glass- 
ware has  been  furnished,  that  the  globes  are  of  proper  diameter, 
and  reflectors  are  the  specified  height  from  floor. 

On  combination  fixtures  the  gas  burners  should  be  examined  to 
see  that  the  by-passes  are  in  good  condition.  If  possible  the  burn- 
ers should  be  tried  to  be  sure  they  are  free  from  dirt,  etc.,  and 
properly  regulated. 


Ill 

Check  up  location  of  fixtures  with  schedule;  note  whether  con- 
nections to  gas  piping  are  properly  made  as  specified;  whether 
electric  connections  in  canopy  are  properly  made  and  protected; 
whether  pendant  switches  are  properly  wired  up  and  operative; 
whether  finish  has  been  injured  in  shipping  and  putting  up,  and 
if  so,  to  what  extent;  whether  drop  fixtures  are  plumb  and  at  proper 
height,  and  brackets  at  right  angles  to  walls. 

836.  FINISH  OF  LIGHTING  FIXTURES. 

Lighting  fixture  contractors  are  required  to  finish  the  fixtures 
uniformly  in  accordance  with  samples  supplied  by  the  office. 
Each  inspector  is  given  a  set  of  samples  showing  liurht  oxidized 
brass,  and  oxidized  copper  finish,  which  he  is  required  to  carry 
with  him  and  use  wherever  applicable,  i.  e.,  where  special 
approval  of  finish  has  not  been  made  and  approved  samples  sent  to 
the  building  and  to  the  contractors. 

837.  DEFECTS  PREVIOUSLY  REPORTED. 

When  an  inspector  returns  to  a  recently  completed  building  for 
final  inspection  of  any  contract  not  completed  at  tim<>  of  final  in- 
spection of  the  main  contract  for  mechanical  equipment,  he  should, 
without  specific  instructions,  check  up  the  mechanical  equipment 
work  and  state  in  his  report  whether  or  not  all  defects  and  omissions 
previously  reported  have  been  corrected  and  supplied,  giving  a  de- 
tailed list  of  the  items  remaining  to  be  completed.  If  any  defects 
have  developed  since  the  final  inspection  he  should  also  cover  that 
feature. 

838.  SHOP  INSPECTIONS  AND  TESTS. 

Shop  inspections  cover  a  wide  range,  and  the  nature  and  extent 
of  the  particular  duties  required  will  be  explained  in  the  letter  of 
detail.  Instruments  required  in  connection  with  shop  tests  are 
shipped  by  the  office  to  the  point  of  duty. 

Immediately  upon  arrival  at  the  factory,  the  inspector  should 
make  such  arrangements  with  the  manager,  or  some  responsible 
representative,  as  will  enable  him  to  carry  out  his  instructions 
expeditiously,  while  avoiding  any  unnecessary  inconvenience  to 
the  shop  management. 

839.  DATA  OF  SHOP  TESTS. 

In  reporting  tests,  inspectors  must  give  complete  data,  including 
name  of  building  for  which  the  material  or  appliance  is  intended, 


112 

size,  capacity,  rating,  etc.  (where  this  information  is  applicable), 
together  with  all  instrument  readings  taken,  also  a  brief  statement 
of  the  performance  of  the  appliance  tests,  with  definite  recom- 
mendation as  to  acceptance.  Data  sheets  should  bear  date  of  test, 
and  be  made  in  duplicate. 

840.  SHOP  INSPECTION  OF  LIGHTING  FIXTURES. 

Shop  inspection  of  lighting  fixtures  and  similar  materials  not  in- 
volving the  use  of  measuring  instruments  should  cover  the  weight 
and  quality  of  material  used,  and  its  conformity  with  the  approved 
drawings  or  designs.  Special  attention  should  be  given  to  the 
quality  of  workmanship.  Where  one  piece  is  shown  as  represent- 
ative of  a  number  required,  the  sample  should  be  without  apparent 
defects  of  any  nature,  as  a  sample  is  usually  better  than  the  average 
of  the  output  that  it  represents. 

841.   SHOP  INSPECTION,  BOILER  TUBES. 

All  boiler  tubes  are  measured  by  the  Birmingham  wire  gauge, 
and  this  governs  in  connection  with  work  placed  on  the  market  by 
this  office  even  when  the  specification  does  not  so  state.  In  the 
event  of  having  to  use  a  Brown  &  Sharpe  wire  gauge,  reduce  the 
reading  to  Birmingham  gauge  by  means  of  the  conversion  table  on 
page  29  of  Kent's  "Mechanical  Engineers'  Pocket-Book. " 

842.  INSPECTION  OF  REPAIR  WORK. 

Completed  and  occupied  buildings  are  under  the  charge  of  a 
Federal  official  who  serves  as  custodian.  On  arrival  at  a  building 
in  his  official  capacity,  the  inspector  should  make  himself  known 
to  the  custodian,  who  will  permit  him  to  have  access  to  the  build- 
ing files,  which  should  contain  all  necessary  information  relative 
to  existing  contracts,  etc.  Before  proceeding  with  an  inspection, 
the  inspector  should  acquaint  himself  with  the  terms  of  the  con- 
tract in  question,  and  make  careful  study  of  the  plans  and  specifi- 
cations governing  the  work. 

If  any  other  mechanical  equipment  contracts  not  covered  by  his 
instructions  are  in  force,  the  inspector  should  report  on  them  also. 

843.  REPORT  ON  REPAIR  WORK. 

The  requirements  of  paragraph  821  are  to  be  followed  so  far  as 
relates  to  the  notations  on  the  first  page  of  report,  i.  e.,  name  of  city, 


113 

inspector's  name,  brief  of  subject  matter,  etc.,  with  the  addition  of 
the  contractor's  name,  as  "Final  inspection  Carroll  contract,"  and 
if  the  contract  is  a  large  one  or  many  defects  are  found  the  general 
plan  of  submitting  main  report  and  separate  itemized  list  (821) 
should  be  followed. 

844.  GENERAL  INSPECTION,  MECHANICAL 
EQUIPMENT. 

Aside  from  the  special  duties  which  bring  the  inspector  to  the 
building,  it  is  his  duty  to  give  consideration  to  any  matters  of 
mechanical  equipment  to  which  the  custodian  may  call  attention 
or  to  which  the  inspector's  own  observation  leads  him,  and  if  gen- 
eral inspection  of  the  mechanical  equipment  has  not  recently  been 
made  the  inspector  should  make  such  inspection  even  in  the 
absence  of  specific  instructions.  He  should  consult  the  custodian 
in  regard  to  repairs  and  improvements  that  appear  to  be  necessary 
and  advise  the  office  of  the  custodian's  wishes  in  the  matter, 
whether  the  inspector  coincides  with  him  or  not. 

The  demands  upon  the  appropriations  are  so  heavy  that  only  the 
most  necessary  repairs  and  renewals  can  be  made,  and  the  inspector 
should  bear  this  fact  in  mind  in  submitting  his  recommendations. 

General  inspections  are  made  from  time  to  time  to  ascertain  the 
condition  of  the  mechanical  equipment  and  the  nature  and  extent 
of  repairs  or  alterations  required.  A  thorough  examination  should 
be  made  of  the  plumbing,  heating,  wiring,  and  lighting  systems, 
elevators,  and  any  other  mechanical  equipment,  and  complete 
information  furnished  relative  to  required  repairs,  alterations,  or 
improvements,  accompanied  by  such  sketches,  drawings,  or  speci- 
fications as  the  case  may  require.  An  estimate  of  the  cost  of  the 
work  recommended  is  always  required. 

845.  INTERNAL  EXAMINATION  OF  BOILERS. 

General  inspection  of  heating  system  does  not  include  internal 
inspection  of  boilers  unless  specifically  mentioned  in  the  inspector's 
instructions  or  it  appears  necessary  because  of  external  indications 
of  weakness  or  deterioration.  Inspection  and  test  of  all  high- 
pressure  boilers  and  such  low-pressure  boilers  as  can  be  reached 
with  the  limited  force  available  are  made  annually  at  the  close  of 
the  heating  season  under  special  instructions. 

68509—16 8 


114 

846.  COAL. 

A  definite  recommendation  must  be  made  as  to  the  kind  of  coal 
that  should  be  used,  giving  its  cost  in  the  local  market. 

847.  PERIODIC  INSPECTION  OF  ELEVATORS. 

This  should  cover  a  careful  examination  of  all  cables,  a  trial  of  all 
automatic  and  other  safety  devices  for  proper  setting  and  reliability 
in  action,  and  a  thorough  examination  of  the  controller,  hoisting  and 
overhead  machinery,  tanks,  pumps,  and  other  apparatus  required 
for  operation  of  elevator  plant. 

Separate  specifications  should  be  prepared  for  elevator  repairs 
unless  they  are  of  a  very  minor  nature,  as  contractors  who  do  that 
kind  of  work  are  not  usually  equipped  for  making  repairs  in  other 
trades,  and  the  including  of  all  work  in  one  specification  makes  it 
difficult  for  the  custodian  to  get  good  competition. 

848.  WORKROOM  FURNITURE  LIGHTING. 

The  inspector  should,  without  specific  instructions,  ascertain 
whether  the  furniture  lighting  in  post-office  workroom  is  satisfac- 
tory; and  if  not,  include  the  necessary  work  (based  on  office  draw- 
ings) in  his  specifications. 

849.  IMPROVEMENT  OF  GENERAL  LIGHTING 
SYSTEM. 

Attention  should  also  be  given  to  the  subject  of  general  illumina- 
tion and  the  following  points  reported  on: 

Whether  gas  and  electricity  are  being  used  economically;  whether 
any  carbon  lamps  are  being  used;  whether  the  proper-sized  tungsten 
lamps  to  obtain  the  best  results  are  used;  and  whether  lamps  in  use 
are  suitable  for  the  voltage  available. 

When  the  furnishing  of  proper  lighting  facilities  would  entail  an 
expenditure  of  more  than  $1,000  the  inspector  need  not  prepare 
specifications  to  forward  ^ith  his  report,  but  simply  call  attention 
to  the  conditions,  so  that  the  office  may  take  the  matter  up  when 
other  work  will  permit. 

850.  SPECIFICATION  TO  CUSTODIAN  FOR  BIDS. 

If  the  repairs  recommended  by  the  inspector  are  of  an  ordinary 
character  and  extent  and  clearly  necessary,  and  the  inspector's 
estimate  of  cost  does  not  exceed  $1,000,  he  should  prepare  speci- 


115 

fications  (as  many  copies  as  can  be  typewritten  at  one  process) 
and  forward  one  copy  to  the  office  with  his  report,  which  must 
contain  an  estimate  of  cost,  retain  a  second  copy  for  his  own  in- 
formation, if  he  so  desires,  and  hand  the  remaining  copies  to  the 
custodian,  with  the  request  that  he  obtain  and  forward  competi- 
tive bids  based  thereon. 

"General  condition"  sheets  for  use  in  making  up  specifications 
in  such  cases  are  furnished  to  inspectors. 

851.  SPECIFICATION  TO  OFFICE  FOR 
CONSIDERATION. 

When  a  greater  expenditure  than  $1,000  is  involved,  the  in- 
spector should  prepare  an  outline  specification,  and  sketches  if 
necessary,  and  forward  same  to  the  office,  with  all  data  necessary 
for  preparing  complete  specifications  and  with  report  and  estimate 
of  cost.     "General  condition"  sheets  are  to  be  omitted. 

852.  ENGINEERING  FORCE. 

Except  by  special  direction,  reports  should  not  include  recom- 
mendations relative  to  the  increase  or  decrease  of  compensation 
paid  to  any  member  of  the  engineering  force  of  a  building;  but 
if  it  is  the  inspector's  opinion  that  any  particular  employee  is 
underpaid  or  overpaid  the  matter  should  be  taken  up  with  the 
custodian,  who,  if  he  coincides,  will  make  the  necessary  recom- 
mendation to  the  office. 

It  is,  of  course,  the  inspector's  duty  to  call  attention  to  any 
evidences  of  inefficiency,  lack  of  experience,  or  negligence  on  the 
part  of  such  employees. 

853.  EXIGENCY  EXPENDITURE. 

In  carrying  out  official  instructions  it  sometimes  becomes  neces- 
sary for  an  inspector  to  incur  an  expense  for  rental  of  testing  instru- 
ments, etc.,  where  the  use  of  same  is  made  necessary  by  an  exi- 
gency. Such  expenses  should  be  submitted  separately  on  voucher 
form  No.  8600  (not  in  the  travel  voucher),  accompanied  by  a 
statement  as  to  the  necessity  for  same. 

When  employment  of  labor  is  immediately  necessary  in  connec- 
tion with  an  investigation  (as  for  opening  up  a  drain),  the  custo- 
dian of  the  particular  building  should  be  requested  to  have  the 
work  performed  (under  direction  of  the  inspector)  and  to  submit 
in  the  usual  manner  itemized  exigency  voucher,  initialized  by 


116 

the  inspector  if  the  charges  are  proper  and  reasonable  and  the 
voucher  is  prepared  and  certified  during  his  stay  at  the  building. 
A  statement  on  the  subject  should  also  be  included  in  the  inspec- 
tor's report,  and  if  the  voucher  has  not  been  presented  to  him  for 
check  the  report  should  include  a  statement  as  to  what  would  be 
a  proper  charge  for  the  work. 

854.  APPROPRIATION  FOR  "MECHANICAL 
EQUIPMENT." 

The  appropriation  for  "Mechanical  equipment  for  public  build- 
ings''  reads  as  follows,  and  inspectors  should  familiarize  them- 
selves with  its  provisions,  with  special  reference  to  preparing 
proposal  sheets  for  repair  work: 

"  Mechanical  equipment  of  public  buildings:  For  installation 
and  repair  of  mechanical  equipment  in  all  completed  and  occupied 
public  buildings  under  the  control  of  the  Treasury  Department, 
including  heating,  hoisting,  plumbing,  gas  piping,  ventilating, 
vacuum-cleaning  and  refrigerating  apparatus,  electric-light  plants, 
meters,  interior  pneumatic  tube  and  intercommunicating  tele- 
phone systems,  conduit,  wiring,  call-bell  and  signal  systems,  and 
for  maintenance  and  repair  of  tower  clocks;  for  installation  and 
repair  of  mechanical  equipment,  for  any  of  the  foregoing  items,  in 
buildings  not  reserved  by  vendors  on  sites  under  the  control  of  the 
Treasury  Department  acquired  for  public  buildings  or  the  enlarge- 
ments of  public  buildings,  the  total  expenditures  on  this  account 
for  the  current  fiscal  year  not  to  exceed  ten  per  centum  of  the 
annual  rentals  of  such  buildings.  *  *  *  That  this  sum  shall 
not  be  available  for  the  payment  of  personal  services  except  for 
work  done  by  contract,  or  for  temporary  job  labor  under  exigency 
not  exceeding  at  one  time  the  sum  of  $100  at  any  one  building." 

855.  INTERIOR  LIGHTING  FIXTURES. 

Besides  the  work  falling  as  a  charge  against  the  appropriation 
just  quoted,  the  inspectors  of  mechanical  engineering  are  charged 
with  the  duty  of  inspecting  interior  lighting  fixture  work. 

856.  SCOPE  OF  DUTIES. 

Without  special  instructions,  inspectors  of  mechanical  engineer- 
ing should  not  ordinarily  go  beyond  the  scope  of  the  appropriations 
as  hereinbefore  indicated.  If  they  find  that  other  matters  than  the 
mechanical  equipment  require  attention,  they  may  call  the  cus- 
todian's attention  thereto,  giving  him  such  technical  information 
as  they  can  supply  in  the  case,  provided  this  can  be  done  without 


117 

materially  encroaching  on  the  time  that  should  be  devoted  to  the 
mechanical  work.  In  special  cases  that  seem  to  require  it,  they 
may  prepare  a  report  on  the  subject,  which  must  be  separate  from 
the  report  on  mechanical  equipment. 

If  minor  repairs  chargeable  to  other  appropriations  (as  some- 
times in  the  case  of  down-spout  repairs,  etc.),  are  so  closely  con- 
nected with  repairs  to  mechanical  equipment  as  to  require  atten- 
tion at  the  same  time,  they  may  be  included  in  specification,  with 
proper  precautions  as  to  segregation. 

857.  SEGREGATION  OF  PROPOSALS. 

Special  attention  is  called  to  the  necessity  of  segregating  proposal 
sheets  where  different  appropriations  are  involved  in  general 
repairs,  and  to  avoid  confusion  the  following  items  should  be  noted 
as  chargeable  to  the  appropriation  indicated  (522  to  532): 

(a)    FTTRNmTRE   AND    REPAIRS    OF   SAME. 

General  replacement  of  glassware  on  old  lighting  'fixtures  to 
modernize  the  system  and  improve  the  lighting  facilities. 

Glassware  provided  with  new  lighting  fixtures  (complete). 

Interior  lighting  fixtures  (complete). 

Lighting  fixtures  for  inclosed  mailing  platform. 

Shades,  shade  holders  and  sockets  in  connection  with  general 
furniture  lighting.  LAX  ff 0 

New  desks  and  files  cases  (except  standard  shelving)  and  refin- 
ishing  of  desks,  cabinets,  and  chairs. 

(b)    MECHANICAL   EQUIPMENT. 

Appurtenances  for  elevators  and  lifts,  including  lighting  fixtures, 
and  mechanical  door  operating  devices. 

Conduits,  wiring,  etc.,  for  furniture  lighting. 

Extension  of  conduit  and  wiring  system  to  a  convenient  point 
to  serve  any  kind  of  special  machinery  or  labor-saving  device,  such 
as  motors,  canceling  machines,  photographic  apparatus,  etc.  (The 
cost  of  locating  and  connecting  the  instrument  or  appliance  is  for 
the  consideration  of  the  department  or  service  furnishing  same.) 

Minor  building  repairs  made  necessary  by  reason  of  repairs  to 
mechanical  equipment,  such  as  restoring  walls,  floors,  etc.  (Comp- 
troller's decision,  Jan.  22,  1914.) 

Signal  systems,  including  those  for  fire  protection. 


118 

(c)   OPERATING    SUPPLIES. 

Replacing  broken  glassware  for  old  lighting  fixtures. 
Tools  for  repairs  to  mechanical  equipment  and  compounds  used 
for  clearing  pipes,  etc. 

(d)   REPAIRS    AND   PRESERVATION. 

Bronzing  radiators  when  done  in  connection  with  painting 
rooms.     (Comptroller's  decision,  Mar.  15,  1915.) 

Downspouts  (interior  and  exterior)  to  point  where  they  connect 
with  the  general  drainage  system. 

Exterior  lighting  fixtures,  including  those  for  weather  bureau 
platforms  and  mailing  sheds  (but  not  for  inclosed  mailing  platform). 

Globes  for  exterior  lighting  fixtures. 

Judges'  desk,  platform,  and  rails,  and  repairs  to  same,  in  court 
rooms,  including  all  kinds  of  partitions. 

Wire  screen  inclosures  throughout  completed  and  occupied 
buildings. 

Standard  shelving. 

(e)   VAULTS   AND   SAFES. 

Post-office  lock  boxes,  vault  doors,  vault  shelving,  keys  for  lock 
boxes  and  repairs  to  same. 

858.  NOT  AVAILABLE  FOR  MARINE  HOSPITALS, 
ETC. 

As  the  appropriations  " Furniture"  and  " Operating  supplies" 
are  not  available  for  quarantine  stations,  marine  hospitals,  mints, 
branch  mints,  and  assay  offices,  inspectors  should  not  include  in 
specifications  for  repairs  in  such  buildings  any  item  that  would 
properly  be  chargeable  against  either  of  these  appropriations  in 
other  Treasury  buildings. 


119 


120 


SECTION  IX. 
CIRCULARS. 


Various  circulars  and  circular  letters  have  been  issued  by  the 
department  and  the  office  which  are  of  interest  to  superintend- 
ents. As  these  circulars  are  revised  or  reissued  from  time  to 
time,  they  are  not  printed  as  a  part  of  this  " Manual";  but  if  a 
superintendent  should  not  receive  with  the  " Manual"  a  full  set 
of  the  then  current  issues  of  the  following  circulars,  they  will  be 
sent  upon  request. 

901.  ASSESSMENTS    AGAINST    UNITED    STATES 
PROPERTY. 

Department  circular  24  (Office  of  the  Supervising  Architect), 
dated  April  6,  1914,  regarding  municipal  assessments,  taxes, 
charges,  etc.,  against  Federal  buildings  and  sites,  for  paving, 
sidewalks,  sewers,  etc. 

902.  CLAIMS  FOR  MATERIAL  AND  LABOR  IN 
FEDERAL  BUILDING  WORK. 

Department  circular  36  (Office  of  the  Supervising  Architect), 
dated  April  4,  1916,  regarding  the  rights  of  persons  furnishing 
materials  or  labor  for  the  construction  of  public  buildings. 

903.  EIGHT-HOUR  LAWS. 

Circular  letter  No.  1  ^Office  of  the  Supervising  Architect), 
dated  July  12,  1913,  giving  the  opinions  of  the  Attorney  General  of 
the  United  States  and  the  Solicitor  of  the  Treasury  regarding  the 
so-called  eight-hour  laws  of  August  1,  1892,  June  19,  1912,  and 
March  3,  1913.  Where  in  these  opinions  the  views  of  the  Attorney 
General  and  the  Solicitor  of  the  Treasury  appear  to  differ,  the 
opinion  of  the  Attorney  General  will  be  followed. 

904.  LOCAL  MATERIALS  AND  LABOR. 

Circular  letter  No.  11  (Office  of  the  Supervising  Architect), 
dated  November  20,  1913,  setting  forth  department's  attitude 
toward  requests  to  specify  a  particular  material  or  to  require  that 
a  special  class  of  labor  shall  be  employed  in  public  building  work. 

(121) 


122 

905.  TRAVELING    AND     SUBSISTENCE    EXPENSES. 

Department  circular  No.  31  (chief  clerk),  dated  June  25,  1914. 

906.  USE  OF  FEDERAL  BUILDINGS  OR  THE   SITES 

THEREOF. 

Circular  letter  No.  10  (Office  of  the  Supervising  Architect), 
dated  November  8,  1913,  forbidding  any  non-Governmental  use  of 
any  part  of  a  Federal  building  or  site  thereof  without  specific 
authority  from  the  department,  etc. 

907.  VOUCHERS. 

Sample  set  of  vouchers  showing  how  same  should  be  prepared, 
executed,  certified,  etc. 


123 


124 


INDEX. 

[References  are  to  paragraphs.] 


Absence.    (See  Leave  of  Absence.)  Paragraph . 

temporary  supervision  during 146 

Accidental  injury 147 

Adulteration  of  materials 623 

Advancement,  checking  estimates  with  reference  to 715 

Advertising: 

not  allowed  on  fence  around  site 616 

opening  bids  obtained  by  public 513 

what  constitutes  public 511 

Alternates,  reserving  right  to  accept 658 

Application  for  sewer,  water,  and  gas  connections 633 

Approaches,  repairs  to 525 

Appropriations  under  control  of  Supervising  Architect: 
annual- 
furniture  and  repairs  of  same 523,857a 

not  available  for  marine  hospitals,  etc 858 

general  expenses  of  public  buildings 312,522 

heavy  demands  on 844 

marine  hospitals,  etc. ,  not  included 858 

mechanical  equipment 524,854,857b 

not  available  to  augment  specials 524,525 

operating  force,  personal  services  chargeable  to 526 

operating  supplies 527,857c 

not  available  for  marine  hospitals,  etc 858 

personal  services  chargeable  to 531 

repairs  and  preservation 525,857d 

vaults  and  safes 857e 

special,  for  moving 532 

Architect.    (See  also  Supervising  Architect.) 

buildings  erected  on  plans  of  private 659 

Ashes,  etc.,  removal  of 527 

Assessment: 

against  United  States  property  (circular) 901 

political,  forbidden 158 

Assignment  to  duty,  superintendents 102, 114 

Attachment  on  material,  etc.,  on  site 152 

B. 

Betterments,  variations  in  nature  of 712 

Bill  of  lading.... 819 

(125) 


126 

Boilers:  Paragraph. 

for  hoisting  apparatus 629 

high-pressure,  plate  numbers  must  be  visible 647 

hydrostatic  test  of  brick-set 646,827 

internal  examination  of 845 

Bond,  superintendents 101 

Bulletin  board,  stock  specifications  for , 730-No.  5 

c. 

Carboncopies 210 

Care  and  maintenance  of  occupied  buildings: 

miscellaneous  items 527 

personal  services  (pay-roll) 526 

separate  report  on,  by  inspectors 720 

Certificates  of  tests 637 

Certified  checks: 

insert  clause  in  general  conditions 727 

proceeds  subject  to  forfeiture  for  default 515 

returned  after  approval  of  bond 516 

when  required 515 

Chases,  testing  pipes  in 640 

Circulars 901etseq. 

Claims  for  material  and  labor  in  Federal  building  work  (circular) 902 

Coal 846 

Commencement  and  completion,  record  for  each  branch . .' 607 

Compensation  of  superintendent  commences 102 

Completion: 

estimating  normal  percentage  of 403, 404 

mechanical  equipment ,  checking  percentage  of 824 

record  of 607 

Concrete  for  driveways,  etc 730-No.  8 

Conduit  and  wiring  system.    (See  also  Wiring) 524 

Connections.    (See  Service  connections.) 

Construction  record 602 

Contract: 

delay  in  letting 408 

formal 516 

independent,  record  of 604 

inspection.    (Sec  Inspection.) 

interest  in,  forbidden 115 

interpretation  of 502 

modifications- 
consent  of  both  parties  required  if  material 822 

enter  on  file  set  of  drawings  and  specifications 601 

exigency  action  on 506 

minor  for  structural  reasons 503,712,822 

price  fixed  by  department 505 

proposals  for 505 

not  obtainable 506 

record  of 605 

record  of 603 

requested  by  citizens 504 

unauthorized,  forbidden 503 


127 

Contract — Continued.  Paragraph. 

option  of  surety  in  regard  to  completing 653 

price  fixed  by  department 505 

proper  progress  to  be  procured 501 

variations  from 619, 625, 712, 713, 822 

Contractors: 

'  advances  to,  from  personal  funds 115 

attachment  of  their  material  on  site 152 

defaulting,  may  remove  tools,  etc 657 

injury  of  their  employees 147 

instructions  of  inspectors  to 716 

insurance  carried  by 627 

monthly  estimates,  copy  to 518 

must  supply  competent  foreman 615 

nonpayment  of  bills  by 153 

notice  required  for  final  inspection 649, 702 

obligations  to,  superintendent  forbidden  to  incur 116 

right  to  proceed,  termination  of 652 

Convict  labor 155 

Cooperation  between  superintendents  and  others 105, 117 

Corner  monuments 149 

Correspondence.    (See  Letters.) 

Counters,  data  for 406 

Coverings,  nonconducting 648, 821 

Crimes  on  Federal  sites 148 

Curbs,  repairing 525 

Custodian,  transfer  of  building  and  files  to m 118,154,601 

Custodianship,  separate  file  for  correspondence  relative  to 213 

D- 

Daily  job  record 606 

Damages,  liquidated 413 

Drawings: 

approved  shop  drawings,  record  of 611 

how  to  forward 817, 818 

how  signed  by  inspector 818 

modifications  must  be  entered  on 601 

record  of 610 

shop,  approval  of ! 622 

superintendent  must  check  up 617 

Driveways,  stock  specification  for  repairs  to 730-No.  1 

Duty,  dereliction  of • 104 

E. 

Eight  days' notice 651^652 

Eight-hour  law  (circular) 156,903 

Electric  current  for  lighting  and  power 527 

Elevators: 

periodic  inspection  of 847 

test  of  new 834 

Encroachments  on  site 150 

Engineering  force,  recommendations  relative  to 852 


128 

Estimates:  Paragraph. 

itemized,  with  proposals '■  505, 507 

monthly,  to  be  posted 518 

required  in  general  inspection  reports 844 

supplies  and  services  at  headquarters 512 

value  of  work  performed 304 

with  reference  to  point  of  advancement 715 

Excess  baggage : 1 13 

Exigency  expenditures 112,512,705,853 

by  custodian  under  directions  of  inspector 706 

revised  statute  relative  to 612 

Expedition,  demand  for 714 

Explosives,  etc.,  shipping  of 626 

F. 

Federal  sites: 

advertising  not  allowed  on  fence  around 616 

attaching  contractors' material  on 152 

care  of  unimproved 524, 525 

corner  monuments 149 

crimes  on 148 

drainage,  disposal  of  surface 151 

encroachments  on 150 

fence  around 525, 616 

poles  around 632 

repair  of  buildings  standing  on  acquired , 524, 525 

unauthorized  use  of  (circular) 906 

Fence.    (See  Federal  site.) 

Files.    (See  Records.) 

Filing  cabinets  for  drawings  and  specifications 154, 601 

Fixtures.    (See  Lighting* fixtures.) 

Floor,  stock  specifications  for  new  maple 730,  No.  7 

Fly  screens,  stock  specifications  for 730,  No.3 

Foundations 613 

Fuel,  steam,  etc. ,  appropriation  for 527 

Furniture: 

appropriations  for— 

moving 523,532 

purchase  and  repair .%. 523, 857a 

schedule  of 407 

workroom,  lighting  system  for 848, 857a,  b 

G. 

Gas  piping 642,832 

Gauge,  location  of  in  hydrostatic  test 641 

General-condition  sheets 727,850,851 

General  expenses  of  public  buildings: 

appropriation  for 522 

expenditures  chargeable  to 312 

General  inspection 722, 844 

Grass  and  weeds 527 


129 
H. 

Headquarters:  Paragraph. 

expenses  in  changing 113 

inspectors  on  duty  at 701,804 

subsistence  expenses  not  allowed  at 113 

supplies  or  service  at 612 

Heat.    (See  Temporary  heat.) 

Heater,  test  of  water 831 

Hedges,  stock  specification  for 730,  No.  4 

I. 

Inclosures 209 

Inefficiency  of  superintendents 104 

Injury,  accidental,  to  be  reported <. 147 

Inspection.    (See  also  Inspectors;  Reports;  Tests.) 

boilers,  internal 845 

boiler  tubes,  shop 841 

building  construction '. 710  et  seq. 

conduit  and  wiring  system.    (See  Wiring.) 

defects  previously  reported,  correction  of 837 

elevators.    (See  Elevators.) 

exigency  expenditures  in  connection  with 853 

final  mechanical,  should  include 820 

gas  piping.    (See  Gas  piping.) 

general,  at  occupied  buildings 722, 844 

heating  apparatus,  final 828 

lighting  fixtures  (interior)— 

by  inspector 835, 836, 840, 855 

by  superintendents,  on  delivery 644 

material  as  delivered 619 

mechanical  equipment 649, 820  et  seq. 

notice  in  writing  required 649, 702 

plumbing.    (See  Plumbing.) 

preliminary  mechanical 823  et  seq. 

repair  work.    (See  Repairs.) 
report  of.    (See  Reports.) 

scaffolding 631 

setting  date  for 410 

shop,  mechanical  equipment 838 

structural  steel 634 

superintendent  at  other  buildings 717 

without  specific  instructions 721, 842 

Inspectors.    (See  also  Inspection,  Reports,  and  Telegrams.) 

data  for  office  specifications 726 

delay  of  instructions  en  route 814 

examination  of  superintendent's  record 709, 820 

exigency  expenditures  by 705, 853 

headquarters,  on  duty  at 701, 804 

of  mechanical  equipment- 
checking  percentage  of  completion 824 

scope  of  duties  of 801,855,856 

superintendent  acting  as 717 

58509—16 9 


130 

Inspectors— Continued.  Paragraph. 

superintendent  must  cooperate  with 117 

transportation  requests 119, 803 

travel  instruction  to  be  obeyed  promptly 703, 802 

unable  to  continue  journey 704 

Instructions,  request  when  in  doubt  (see  also  Inspectors) 618 

Insurance,  carried  by  contractor 627 

Inventory,  when  right  to  proceed  terminates 652 

J. 

Job,  daily  record  of 606 

Judge's  desk  and  platform,  data  for 406 

L. 

Labor: 

claims  of  subcontractor  for  (circular) 902 

request  to  specify  local  (circular) 904 

value  of,  as  basis  for  voucher 304 

Lamp  brackets  and  standards  (exterior) 525 

Leaks  in  gas  piping 832 

Leave  of  absence 131 

annual 132 

advance  application  for 137 

involving  two  calendar  years 135 

not  cumulative 134 

official  travel  during 145 

Saturday  half  holidays  during 136 

contagious  disease 140, 146 

court  attendance 143 

on  separation  from  the  service 133 

sick 139 

misrepresentations  regarding 141 

Sundays  and  legal  holidays  during  leave 142 

telegrams  requesting 138 

without  pay,  application  for 144 

Letters: 

brief  on 206 

classes  of 201 

confidential - 205 

copies,  carbon,  to  be  retained 210 

custodianship,  relative  to 213 

designation  of  building  on 208 

inclosures 209 

not  to  be  inclosed  with  drawings,  etc 211 

of  recommendation,  prohibited 212 

paper,  size  of 207 

replies,  quote  date  and  initials 202 

transmittal 211 

use  of  official  paper 204 

Lighting  fixtures  (see  also  Inspection): 

connecting  to  building  wiring 826 

finish  of,  sample  showing 836 

payable  from  "  Furniture  " 857a 


131 


Lighting  system:  Paragraph. 

current  for 527 

for  workroom  furniture 843 

improvement  of  general 849 

Local  ordinances  do  not  apply 633 

M. 

Maintenance  of  occupied  buildings.    (See  Care  and  maintenance.) 

Marble,  deviations  from  sample 625 

Materials: 

approved  by  superintendent 620 

claim  for,  by  subcontractors  (circular) 902 

identification  samples,  testing 623, 624 

inspection  on  delivery 619 

request  to  specify  local  (circular) 904 

unsatisfactory 621 

value  of,  as  basis  for  vouchers 304 

Mechanical  equipment  (see  also  Inspectors  and  Inspection): 

coincident  completion  of  all  branches 649 

records  to  be  kept  separately 601, 820 

tests  of,  during  progress 637  et  seq. 

Metal  weather  strips,  stock  specification  for 730-No.  2 

Mileage  and  trip  tickets 120, 121 

Modi  ^cations.    (See  Contract.) 

Monuments,  corner 49 

Moving,  cost  paid  from: 

furniture 523 

special  appropriation 532 

N. 

Name  plates,  manufacturers 630 

Newspapers,  information  to .• 157 

Normal  percentage  of  completion,  estimating 403, 404 

Notice  in  writing  required  for  final  inspection 649,702 

o. 

Oath  of  office 102 

Oaths,  who  may  administer 310 

Occupancy,  determining  date  of 409 

Office: 

furniture 108 

quarters 107 

rent,  payable  from 312 

P. 

Partition  work,  'lata  for 406 

Payments: 

final 520 

material  not  to  be  used  in  part 521 

monthly  estimates  for 518 

monthly  or  periodical 517 


132 

Payments— Continued.  Paragraph. 

retained  percentage 305 

schedule 519 

Percentage  of  completion,  checking 824 

Personal  obligations  to  contractors  forbidden 1 16 

Personal  services,  care  and  mainteuance 526,531 

Photographs,  progress 628 

Piping,  tests  of '  637  et  seq. 

Plaster  work,  cleaning 728 

Plumbing  (see  also  Piping): 
inspection  of — 

final 829 

preliminary 825 

smoke  test  of 830 

Pointing  stonework,  stock  specification  for 730-No.  6 

Poles  around  site 632 

Private  architects,  buildings  designed  by 659 

Progress: 

not  to  be  delayed  by  test  of  identification  samples 624 

procuring  proper 501 

reports  of 401  et  seq. 

Prohibited  activities: 

giving  letters  of  recommendation 212 

personal 106, 115 

political 158 

Proposals: 

accepted  by  superintendent 514 

addressed  to  supervising  architect 510 

certified  check  with.    (See  Certified  check.) 

duplicate 508 

estimate,  itemized  to  accompany 505, 507 

for  changes,  record  of 605 

opening  competitive 513 

reservations  for  accepting  alternates 658 

segregation  of  items 524  et  seq;  857 

signed  in  autograph 509 

supplies  or  service  at  superintendent's  headquarters 512 

Protection  of  work  and  materials  (insurance) 627 

Public  property,  care  and  sale  of 110,  111 

Q. 

Qualifications  of  superintendent 103 

R. 

Reassignment,  relief  from  other  duties 114 

Recommendations  must  be  definite 708 

Records: 

accessible  at  all  times 118, 601 

construction 602 

contract  and  modifications 603 

delays 608 

drawings  and  details  received 610 


133 

Records— Continued.  Paragraph. 

examination  of,  by  inspector 709, 820 

filing  cabinets  for 154, 601 

independent  contract 604 

job  record,  daily 606 

of  each  branch 607 

oftasts 612 

proposals  for  changes 605 

samples 609 

shop  drawings  approved '  611 

transfer  of,  to  custodian 118, 154, 601 

Repairs: 

approaches 525 

buildings  standing  on  sites  acquired 524, 525 

downspouts 525, 857d 

driveways 730-  No.  1 

final  inspection  of 719, 842 

inspection  without  specific  instructions 721, 722, 844 

necessity  for,  disclosed  by  general  inspection 722, 723 

report  on 718, 843 

special  investigation  as  to  necessity  for 724 

specifications  and  drawings  for 725 

stock  specifications  for 730 

Reports  (see  also  Inspections): 

building  repairs 718 

construction  work 710, 711 

correction  of  defects  previously  reported 837 

forwarded  first  class 817 

general  inspection 722 

list  of  defects  with 711, 821, 823 

maintenance,  when  required 720 

mechanical  equipment 821, 823, 843 

must  contain  definite  recommendations 708, 711 

necessity  for  repairs 723, 844 

preliminary  mechanical,  should  contain 823 

preparation  of 711, 821 

prompt  submission  of 707, 816 

progress 401  et  seq. 

special  investigations 724 

superintendent's  final • 411,412 

without  specific  instructions 721 

Requisition  for  supplies  or  stationery 109 

Responsibility  of  superintendent,  for  improper  work 713 

Roof  covering 635 

Rubber  stamp 208 

S. 

Salary: 

certification  of  voucher  for 311 

payable  from  M  General  expenses" 312, 522 

Sale  of  public  property HI 


134 

Samples:  Paragraph. 

approved,  to  be  retained  by  superintendent 622 

deviations  from  approved 625 

explosives,  etc 626 

forwarding— 

by  contractor 622 

by  superintendent 623, 626 

use  mails  for 623 

identification 623, 624 

lighting  fixtures,  finish  of 836 

of  unsatisfactory  material  delivered 621 

progress  report 405 

record  of  appro  ved 609 

soil 613 

Scaffolding,  inspection  of 631 

Schedule  of: 

furniture,  etc 407 

normal  percentage  of  completion 404 

payments 519 

Screens,  fl y ,  stock  specifications  for 730,  No.  3 

Segregation  of  cost  of: 

connecting  appliances  of  other  departments 524 

down  spouts,  etc.,  in  mechanical  specifications 856 

items  on  proposal  sheer 725, 857 

lighting  fixtures,  from  conduit  and  wiring 523, 855, 857a 

Service  connections: 

applications  for 633 

pavable  from 524 

Services  for  other  departments 119 

Shipping: 

explosives  or  inflammatory  material 626 

sam  p  1  es 623, 626 

testing  instruments 819 

Shop  drawings: 

record  of  approved 611 

submission  of 622 

what  is  covered  by  approval  of 622 

Shop  inspection.    (See  Inspection.) 

Sidpwalks  and  curbingsj repairs  to 525 

Sites.    (See  Federal  site.) 

Sketches,  how  signed 818 

Smoke  test  of  plumbing 830 

Soil ,  samples  of 613 

Soil,  waste,  and  vent  lines,  test  of 639 

Special  equipment,  superintendent  to  furnish  data  for 406, 407 

Specifications: 

corrected  set  to  cusrodian 601 

for  repairs  and  alterations 725, 728, 730 

how  to  forward 817, 818 

inspectors — 

to  custodian  for  bids 725, 850 

to  office  for  consideration 725  et  seq.,  851 


135 

Specific  it  ions— Continued.  Paragraph. 

prepared  by  office  from  inspector's  data 72t>  et  seq. 

stock,  furnished  by  office  to  custodians 730, 731 

variations  fron  requirements  of.    (See  Contract.) 

Stone,  deviation  from  samples 625 

Stonework,  pointing,  stock  specifications  for 730,  No.  6 

Structural  steel,  Inspection  of 634 

Subcontractors: 

claims  for  material  and  labor  (clrcdlar) . . ' 902 

injury  of  their  employees,  accidental 147 

Subdrainage 614,636 

Subsistence  expenses  (circular), 905 

not  allowed  at  headquarters 113 

Superintendent  for  contractors 616 

Supervising  Architect  (see  also  Architect): 

address  proposals  to 510 

how  to  address 124, 203 

Supervising  superintendents  (see  also  Inspectors): 

superintendents  m  jst  cooperate  with 117 

Supervision,  temporary 146 

Supplies  or  services  at  headquarters 109, 512 

Sureties: 

completion  of  contract  by 653, 654,  fi55 

decline  to  complete 656 

for  superintendent 101 

T. 

Telegrams: 

abbreviations  used  in 815 

collect 128,809 

confirmation  of 130 

delayed 814 

delivery  after  office  hours 805 

form  of 124 ,  807 

modifying  orders 813 

night 127,811 

not  prepaid 129, 810 

rates  for  Government 125, 808 

reporting  movements  of  inspectors 704, 806 

reporting  shipment  of  testing  instruments 819 

requesting  leave 138, 812 

words,  minimum  number  paid  for 126, 808 

Telephone  service  for  custodian's  force 527 

Temporary  heat 650 

Test  borings 613 

Testing  instruments,  shipping 819 

Tests: 

boilers 646 

certificates  of 637 

elevators 824, 847 

gas  piping  642, 832 

heating  apparatus 827 

identification  samples 624 


136 

Tests— Continued.  Paragraph. 

lighting  system 643 

mechanical  equipment  during  progress 637  et  seq. 

notice  required  for  final 649 

piping 637  et  seq. 

plumbing  (smoke  test) 830 

record  of  (see  Records). 

refrigerating  plants ,. 834 

shop  (in  general) „ 838, 839 

soil,  waste,  and  vent  lines 1 639 

special  apparatus 645, 834 

subdrainage 636 

water  heater 831 

wiring  system 826, 833 

Time.    (See  Contract  time.) 

Tools  and  appliances: 

for  marine  hospitals,  etc 530 

for  operating  plant 528 

for  repairs  by  building  force 529 

when  defaulting  contractor  may  remove 657 

Transfer  of: 

building  and  files  to  custodian 118. 154, 601 

superintendent  to  another  building 114 

Transmittal,  letters  of 211 

Transportation.    (See  Traveling.) 

Transportation  requests 119. 120, 803 

Traveling: 


chargeable  to 312 

only  when  authorized 122 

returning  to  duty  during  leave 145 

instructions 703, 802 

regulations 123,  (circular)  905 

voucher  for  expenses  of 310 

Trees  and  shrubbery  inside  of  lot  lines : 525 

Trip  tickets.    (See  Mileage.) 

Typewriting  machine 108 

V. 

Variations  from  contract.    (See  Contract.) 

Vault  shelving,  superintendent  to  furnish  data  for 406 

Vaults  and  safes 857e 

Vestibules,  standard  scheme  for 732 

Vouchers: 

amount  of,  determining 304 

certified,  by  whom 303,311 

copies  to  be  retained 210 

exigency  expenditure  by  inspector 705 

final  (see  also  Payment)— 

independent  contracts 308 

repair  work 719 

total  contract  price,  including  retained  percentage , 305 


137 

Vouchers— Continued.  Paragraph. 

letter  of  transmittal,  when  required  with 21! ,  305 

oath  on ,  travel 310 

samples  of 302,  (circular)  907 

serial  number  of  acceptance  to  be  stated  on 307 

when  to  be  issued  on  account  of— 

contract  work 309 

superintendent's  salary 309 

traveling  expenses 310 

work  independent  of  main  contract 308 

W. 

Washing  towels 527 

Water  heater,  test  of 831 

Waterproofing 635 

Weather  strips.    (See  Metal  weather  strips.) 
Wiring  (see  also  Conduit  and  wiring): 

connecting  lighting  fixtures  to 826 

insulation  test  of 826,833 

Workmanship,  rejection  of,  unsatisfactory 619 


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